Use the Prepayments Status Report to review the unapplied prepayments and unpaid or partially paid invoices for a supplier. You can compare the invoices and prepayments for a supplier to determine if there are outstanding prepayments which you can apply against unpaid invoices.
You can submit the report for either Temporary or Permanent prepayments, or a combination of a specific prepayment type with credit/debit memos and invoices. You can view the distribution detail for validated and paid prepayment invoices. Payables displays the prepayment item distributions that have an amount remaining greater than zero.
The report provides subtotals for the prepayments, credit/debit memos, and invoices in each currency for a supplier. The subtotal for prepayments includes validated and paid prepayments. You can apply only a paid temporary prepayment to an invoice. All amounts and subtotals are displayed in the invoice currency. The subtotal for available prepayments is displayed as a negative amount. The subtotal for Permanent prepayments is displayed as a positive amount.
The report also provides a total of the available prepayments, credit/debit memos, and invoices, which is the sum of the three subtotals, in each invoice currency for the supplier. A positive total indicates the invoice amount outstanding for a supplier if all available prepayments are applied and all outstanding credit/debit memos are paid. A negative total indicates the prepayment or credit/debit memo amount still available, if all existing invoices are fully paid by applying available prepayments and credit/debit memos.
Payables groups the report by supplier name, invoice currency and payment currency combination, and invoice type. Data is then sorted by invoice date and invoice number.
Include Invoices: Enter a value to determine if Payables includes standard invoices in the report.
Yes. Include all unpaid or partially paid invoices for the supplier(s) you specify.
No. Do not include invoices in this report.
Include Credit/Debit Memos: Enter a value to determine if Payables includes unpaid and partially paid credit and debit memos in the report.
You might want to include these on the report so that you can determine the full, net balance due to a supplier that has available prepayments.
Yes
No
Supplier Type: Enter a value to limit the report to a particular supplier type. Leave this field blank to report on all supplier types.
Supplier Name: Enter a name to limit the report to a particular supplier. Leave this field blank to generate a report for all suppliers.
From/To Date. You can limit the report to invoices and prepayments with an invoice date on or between the dates you specify.
Prepayment Type: Select the type of prepayments to report, either Permanent or Temporary.
Show Prepayment Distributions:
Yes. Payables reports distribution number, charge account, amount remaining, purchase order number, and receipt number for each prepayment distribution having an amount remaining greater than zero.
No. Payables does not report prepayment distribution level information.
Invoice Type. Payables prints the type of invoice: prepayment, credit/debit memo, standard invoice, or expense report.
Invoice Number. Document number for a prepayment, credit/debit memo, or invoice.
Voucher Number. Payables prints the voucher number assigned to a prepayment, credit/debit memo, or invoice.
Date. Payables prints the invoice date for a prepayment, credit/debit memo, or invoice.
Settlement Date. If a prepayment is a Temporary prepayment, Payables prints the date you can begin applying invoices against the prepayment.
Payables prints Permanent in this column for a Permanent prepayment. A Permanent prepayment has no a settlement date, because you cannot apply a Permanent prepayment to an invoice.
Payables leaves this column blank for credit/debit memos and invoices.
Invoice Amount. The original amount of a prepayment, credit/debit memo, or invoice. As you apply a prepayment to one or more invoices, Payables reduces the prepayment amount but maintains the original amount for audit purposes. When the prepayment is zero, the prepayment is fully applied and no longer appears on this report.
Withheld Amount. The amount withheld from a prepayment, credit/debit memo, or invoice.
Amount Remaining. If the item is a paid prepayment, Payables prints the amount of a prepayment not yet applied to an invoice. If the item is a credit/debit memo or invoice, Payables prints the amount you have not yet paid on the item. Payables adds the Amount Remaining for each prepayment, credit/debit memo, or invoice with the same currency to obtain the subtotal for the currency for each supplier.
If the prepayment is unpaid, Payables prints Unpaid in this column and does not include the prepayment in the subtotal for the supplier. You cannot apply a prepayment to an invoice until you pay the prepayment in full.
Description. Partial description of the prepayment, credit/debit memo, or invoice.
Note: The following headings appear for validated and paid prepayment items if you choose to show prepayment distributions on your report. This detail information prints for all prepayment distributions with an amount remaining greater than zero.
Distribution Number. Distribution number for the prepayment distribution.
Account. General ledger account to which the prepayment distribution was charged.
Amount Remaining. The amount of the prepayment distribution not yet applied to an invoice.
PO Number. If the prepayment distribution is matched to a purchase order, the purchase order number is reported.
Receipt Number. If the prepayment distribution is matched to a purchase order receipt, the receipt number is reported.
This report gives the prepayment balance.
Selected Report Parameters
Operating Unit. Select or enter the operating unit for which you want to run the report.
Period From and To. Enter the range of period for which you want to run the report.
Supplier From. Enter the supplier for which you want to get the prepayment balance.