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2.4. Entering Prepayments

1.    From the Software menu, select Accounts Receivable | Payments.

2.    In the Payment Batch window that appears, click on the Search icon adjacent to the Batch No. field, and select the batch to which the prepayment will be assigned.  Click the OK button.

3.    Click on the Pre-Payments button, located at the top right-center of the Payments | Invoices window.

4.    Under the Selection heading, click on the Search icon adjacent to the Mode field, and select the mode of payment.

5.    If known, enter the customer’s account number in the Client Id field, or click on the adjacent Search icon to locate this number using the Client Search Engine.

6.    Click on the Search icon adjacent to the Ad# field, and select the ad to which the payment is being applied.  If the prepayment is to be applied to an order, select the Order option under the Pre-Payment Mode heading, located at the top center of the window.  Then, enter the order number in the Order# field, or click on the Search icon and select the order to which the prepayment is being applied.

7.    The Profit Center and A/R Sales fields will automatically display the appropriate information based on the ad, or order number entry.  The A/R Sales field entry is the default based on the profit center, but may be changed by clicking on the adjacent Search icon, and making a selection from the drop-down menu.  Note: this is the account that will be credited with the payment.

8.    If the payment is by check, enter the check number in the Doc. No. field.  If the payment is by credit card, the Card No. field may display predefined credit card information.  If blank, click on the adjacent Search icon, and enter information in the Credit Card window that appears.  Then click the Save icon.

9.    For credit card payments, enter the transaction authorization number in the Auth# field (i.e. obtained through IC Verify).

10.    Enter any additional, relevant information in the Note field.

11.    Click on the Save icon, then click the OK button in the Salesperson Selection window that appears.