Overview
Record vendor advances and apply available prepayments during purchasing settlement.
Before you begin
Select the correct subsidiary and confirm the counterparty, currency, accounts, and reference data. Posting requires an allowed accounting period and the actions permitted by your configured role.
Main task
- Open Vendor Prepayments or create a prepayment from a PO.
- Select vendor, currency, payment account, date, amount, and optional PO reference.
- Save and follow the prepayment’s posting action.
- When settling approved vendor balances, select the available prepayment application offered by Bill Payments.
- Review the advance and application records alongside the remaining vendor balance.
Check the result
A vendor prepayment records an advance separately from a bill. Application reduces available advance and the linked payable using explicit references.
If something goes wrong
Check vendor, subsidiary, currency, posting status, and unapplied amount when an advance is unavailable. Linked applications control deletion. A saved draft does not itself mean approval or posting. Follow the record’s current actions and review rejection feedback before resubmitting.
Review and supporting evidence
Review the saved header and line descriptions, amounts, VAT/WHT where used, and linked records. After approval/posting, inspect GL Impact where offered. Add supporting files or notes through the record’s communication area.