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Prepay Purchases Orders and Under / Over shipments by Vendors

  • 29 March 2022
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We want to start using “prepayments” of Vendor Purchase Orders.  However, our Vendors often over-ship or under-ship  the amount ordered on the Purchase Order.   If we use the Prepayment feature, and pre-pay the Purchase Order, how do we adjust and account for the over-payment or under-payment when the shipment arrives with more or less product than was on the pre-paid Purchase Order? 

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Best answer by vkumar 30 March 2022, 07:14

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Userlevel 7
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HI @dougmcbride79 

Are you paying the vendor in advance? If you do a prepayment in Acumatica and then release it to cut the check, it will close the prepayment and you will not be able to adjust it. 

Userlevel 7
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Hi @dougmcbride79 

If vendor over-ship against Purchase order, there is no impact on prepayment. Vendor has to receive an additional payment for the balance amount ( Bill amount will be higher than the prepayment amount, so there will be a balance on AP bill once prepayment is applied to the AP Bill ).

If vendor under-ship against the Purchase order, then there will be a balance remaining against the Prepayment. 

Customer can repay the prepaid amount by creating a ‘Vendor refund’ and applying the vendor refund to the Prepayment. 

Refer to the screenshots below:

  • PO and Prepayment for $22000
  • PO receipt and AP bill made only for $21956
  • One can create a vendor refund for $44

Hope this helps.

Regards,

Userlevel 4
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Thank you for you answer.  I found it very helpful.  

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