Prepay Purchases Orders and Under / Over shipments by Vendors

  • 29 March 2022
  • 4 replies

Userlevel 6

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? 


Best answer by vkumar 30 March 2022, 07:14

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4 replies

Userlevel 7
Badge +11

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.


Userlevel 7
Badge +16

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 6

We have a related issue.  We want to prepay a PO.  However, often the vendor will ship the PO in multiple shipments that arrive on different dates.  Can we apply the prepayment against multiple shipments of the PO?  How?

Userlevel 6

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


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