{"id":4624,"date":"2014-03-19T14:18:25","date_gmt":"2014-03-19T14:18:25","guid":{"rendered":"http:\/\/erpschools.com\/?p=4624"},"modified":"2014-12-19T08:50:44","modified_gmt":"2014-12-19T08:50:44","slug":"prepayments-in-oracle-payables","status":"publish","type":"post","link":"https:\/\/erpschools.com\/erps\/articles\/prepayments-in-oracle-payables","title":{"rendered":"Prepayments in Oracle AP"},"content":{"rendered":"<p>Prepayments in Oracle Payables:<br \/>\nNormal Payables cycle is that you first create invoice when you get one from you supplier for the goods that you have bought and then make a payment of the amount in the invoice to the supplier.<br \/>\nBut there are scenarios where the supplier requests for an advance when you order the goods. Supplier wants you to pay a certain amount at the time of order and then pay the remaining upon delivery of the goods.<br \/>\nTo records such type of transactions, Payables has a concept called Prepayment.<br \/>\nSay you are buying $2000 worth of goods from supplier XYZ. XYZ requested you to pay $1000 immediately. When you pay an advance, you create a prepayment in AP module and make the payment for the same. Later when the supplier sends an invoice of $2000 at the time of delivery, you create a invoice in AP and you apply the prepayment to the invoice. This will get down the balance on the invoice to $1000 which means you will only have to pay $1000 to the supplier.<\/p>\n<p>You can enter two types of prepayments: Temporary and Permanent.<\/p>\n<p>Temporary prepayments\u00a0can be applied to invoices or expense reports you receive. For example, you use a Temporary prepayment to pay a hotel a catering deposit. When the hotel&#8217;s invoice arrives, apply the prepayment to the invoice to reduce the invoice amount you pay.<\/p>\n<p>Permanent prepayments\u00a0cannot be applied to invoices. For example, you use a Permanent prepayment to pay a lease deposit for which you do not expect to be invoiced.<\/p>\n<p>Prepayment Cycle Steps:<br \/>\n1.Create Prepayment<br \/>\n2.Create Payment for the Prepayment<br \/>\n3.Create invoice when supplier sends one.<br \/>\n4.Apply the prepayment to the invoice.<\/p>\n<p>1. Create a Prepayment<br \/>\nNavigation: Payables responsibility &gt; Invoices &gt; Entry &gt; Invoices<br \/>\nEnter the below details:<br \/>\nOperating Unit: Choose the operating unit for which you want create the prepayment.<br \/>\nType: Select the type as Prepayment<br \/>\nTrading Partner: Enter the supplier name to whom you want to make the advance payment.<br \/>\nInvoice Date: Enter the date of the prepayment<br \/>\nInvoice Number: Enter a unique number to represent this invoice.<br \/>\nInvoice Amount: Enter the amount that you are giving as advance payment.<br \/>\n<img decoding=\"async\" class=\"alignnone size-full wp-image-4627\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/prep1.png\" alt=\"prep1\" \/><\/p>\n<p>Go to the Line tab and enter the below information<br \/>\nAmount: Enter the line amount.<br \/>\nSave the work.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4628\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep2.png\" alt=\"Prep2\" width=\"975\" height=\"180\" \/><\/p>\n<p>Click on Calculate Tax button. This will calculate the tax as per the rules defined in Tax module. Tax amount has come up to $75 for this.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4629\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep3.png\" alt=\"Prep3\" width=\"999\" height=\"588\" \/><\/p>\n<p>Now add this tax amount to the Invoice Amount field on the Invoice Header.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4630\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep4.png\" alt=\"Prep4\" width=\"1005\" height=\"594\" \/><\/p>\n<p>Save the work.<br \/>\nValidate the Prepayment by clicking on Actions button and select Validate Check box. Click on OK.<br \/>\nThis will validate the information entered in the Invoice form and will display any variances in HOLDS tab.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4631\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep5.png\" alt=\"Prep5\" width=\"936\" height=\"596\" \/><\/p>\n<p>2. Create a payment<br \/>\nGo to Scheduled Payments tab and click on Pay button<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4632\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep6.png\" alt=\"Prep6\" width=\"1000\" height=\"600\" \/><\/p>\n<p>Click OK in the dialog box that opens up<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4633\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep7.png\" alt=\"Prep7\" width=\"373\" height=\"151\" \/><\/p>\n<p>Payment window opens up. Enter the below information:<br \/>\nPayment Process Profile: Enter a valid Payment Process profile. It is a setup that will tell the payment manager how to process the payment like what is the mode of payment &#8211; Check, wire transfer etc<br \/>\nSave the work.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4634\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep8.png\" alt=\"Prep8\" width=\"996\" height=\"601\" \/><\/p>\n<p>Now if you query the prepayment, you will see that Amount paid field shows $1075. Earlier it was $0.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4635\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep9.png\" alt=\"Prep9\" width=\"996\" height=\"604\" \/><\/p>\n<p>3. Create Invoice when the supplier sends one for the goods you bought from him.<br \/>\nNavigation: Payables responsibility &gt; Invoices &gt; Entry &gt; Invoices<br \/>\nEnter the below details:<br \/>\nOperating Unit: Choose the operating unit for which you want create the prepayment.<br \/>\nType: Select the type as Standard<br \/>\nTrading Partner: Enter the supplier name. Once you enter the supplier name, a dialog box appears reminding you that a prepayment exists for this supplier which can be applied to this invoice instead of making a new payment.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4636\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep10.png\" alt=\"Prep10\" width=\"974\" height=\"467\" \/><\/p>\n<p>Invoice Date: Enter the date of the prepayment<br \/>\nInvoice Number: Enter a unique number to represent this invoice.<br \/>\nInvoice Amount: Enter the amount that the supplier has charged you.<br \/>\nGo to the Line tab and enter the below information<br \/>\nAmount: Enter the line amount.<br \/>\nSave the work.<br \/>\nClick on Calculate Tax button. This will calculate the tax as per the rules defined in Tax module. Tax amount has come upto $75<br \/>\nNow add this tax amount to the Invoice Amount field on the Invoice Header.<br \/>\nSave the work.<br \/>\nValidate the Prepayment by clicking on Actions button and select Validate Checkbox. Click on OK.<br \/>\nThis will validate the information entered in the Invoice form and will display any variances in HOLDS tab.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4637\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/PRep11.png\" alt=\"PRep11\" width=\"999\" height=\"600\" \/><\/p>\n<p>4. Apply the prepayment to the invoice you have created above.<br \/>\nQuery the invoice that you have created and click on Actions Tab and select &#8220;Apply\/Unapply Prepayment&#8221; check box. Click OK.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4639\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep13.png\" alt=\"Prep13\" width=\"999\" height=\"655\" \/><\/p>\n<p>This will pull up the prepayments that haven&#8217;t been used for the supplier.<br \/>\nCheck Apply and save the work<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4640\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep14.png\" alt=\"Prep14\" width=\"968\" height=\"584\" \/><\/p>\n<p>You will now see this prepayment under Existing Prepayment Application section. If you wish to Unapply, check the box next to Unapply and save the work.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4641\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep15.png\" alt=\"Prep15\" width=\"937\" height=\"566\" \/><\/p>\n<p>Go the View Prepayment Applications. You will see the prepayment details.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4642\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep16.png\" alt=\"Prep16\" width=\"994\" height=\"598\" \/><\/p>\n<p>Also observe that the additional lines have been added to the invoice because of the prepayment application.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-4643\" src=\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/Prep17.png\" alt=\"Prep17\" width=\"1000\" height=\"597\" \/><\/p>\n<p>The sum of the line amounts in the invoice is $0 which means that after applying the prepayment, the invoice balance has come down to $0. Sine Line amount is 0, correct the invoice amount in the header also to $0 and then validate the invoice.<\/p>\n<p>Points To Note:<\/p>\n<ol>\n<li>Settlement date: The date after which the prepayment can be applied to an invoice.<\/li>\n<li>On a prepayment, you can enter any number of distributions, either manually, or automatically by purchase order matching, distribution sets, or allocating.<\/li>\n<li>You can take discounts on prepayments.<\/li>\n<li>You can create Foreign Currency Prepayments.<\/li>\n<li>You cannot partially pay a prepayment. you must fully pay it.<\/li>\n<li>You can apply prepay on the invoice type is Standard, Mixed, or Expense Report.<\/li>\n<li>You can apply only Item distributions from the prepayment.<\/li>\n<li>You must fully pay a prepayment before you can apply the prepayment to an invoice.<\/li>\n<li>If you want to apply Permanent type prepay then you can change the Prepayment Type to Temporary.<\/li>\n<li>Supplier, invoice currency and payment currency must be same on prepay and to invoice.<\/li>\n<li>If the prepayment has a value in the Prepayment PO Number field, then the invoice must be matched to the same purchase order.<\/li>\n<li>GL Date on Apply\/Unapply window, which is the accounting date for the new Prepayment distributions that Payables creates when you apply a prepayment. This date must be after the latest accounting date on any distribution for either prepayment or invoice and must be in an open period.<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Prepayments in Oracle Payables: Normal Payables cycle is that you first create invoice when you get one from you supplier for the goods that you have bought and then make a payment of the amount in the invoice to the supplier. But there are scenarios where the supplier requests for an advance when you order [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[3,12,40],"tags":[208,41,30],"class_list":["post-4624","post","type-post","status-publish","format-standard","hentry","category-articles","category-financials","category-application-payables","tag-advance","tag-payables","tag-prepayments"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.4 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Prepayments in Oracle AP - erpSchools<\/title>\n<meta name=\"description\" content=\"Prepayments in Oracle Payables\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/erpschools.com\/erps\/articles\/prepayments-in-oracle-payables\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Haritha\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/erpschools.com\/erps\/articles\/prepayments-in-oracle-payables#article\",\"isPartOf\":{\"@id\":\"https:\/\/erpschools.com\/erps\/articles\/prepayments-in-oracle-payables\"},\"author\":{\"name\":\"Haritha\",\"@id\":\"https:\/\/erpschools.com\/erps\/#\/schema\/person\/a72dd96f9fdf6f7a93ca9ad64865da2d\"},\"headline\":\"Prepayments in Oracle AP\",\"datePublished\":\"2014-03-19T14:18:25+00:00\",\"dateModified\":\"2014-12-19T08:50:44+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/erpschools.com\/erps\/articles\/prepayments-in-oracle-payables\"},\"wordCount\":1098,\"commentCount\":4,\"publisher\":{\"@id\":\"https:\/\/erpschools.com\/erps\/#organization\"},\"image\":{\"@id\":\"https:\/\/erpschools.com\/erps\/articles\/prepayments-in-oracle-payables#primaryimage\"},\"thumbnailUrl\":\"http:\/\/erpschools.com\/erps\/wp-content\/uploads\/img\/prep1.png\",\"keywords\":[\"Advance\",\"payables\",\"Prepayments\"],\"articleSection\":[\"Articles\",\"Financials\",\"Payables\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/erpschools.com\/erps\/articles\/prepayments-in-oracle-payables#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/erpschools.com\/erps\/articles\/prepayments-in-oracle-payables\",\"url\":\"https:\/\/erpschools.com\/erps\/articles\/prepayments-in-oracle-payables\",\"name\":\"Prepayments in Oracle AP - 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