DBD: Cash Receipts - Apply Pre-payments to Invoices

DBD: Cash Receipts - Apply Pre-payments To Invoices

The Cash Receipts Gateway has also been enhanced with the ability to import Pre-payments. This is especially useful to record payments for customers when the corresponding orders and invoices are not yet present in DB Distributor. This is often the case when distributors use external e-commerce systems that allow credit card orders.

Navigation

Navigation: DB Distributor > Accounts Receivable > Cash Receipts > Pre-payments and Invoices Utility

Step 1: Open the Selection Screen

When the utility is selected, the user is presented with a selection screen where the range of Customers and Invoices can be specified. The utility will limit the search to within the specified range of customers and invoices.

Prepayments and Invoices Utility — selection screen

The following fields are required to initiate the search for invoices:

• FY: Fiscal year used to scope the search.
• Acct Pd: Accounting period used to scope the search.
• Bank Code: Bank code applied to the resulting Cash Receipts entry batch.
• Deposit Number: Deposit number applied to the resulting Cash Receipts entry batch.

If the search does find matches in the next screen, these values are used for creating a Cash Receipts entry batch where the Pre-payments can be applied to the matching Invoices.

Step 2: Review Matching Criteria

The criteria used to match Pre-payments and Invoices are:

• The Prepayment must not have any "Cash In Progress" and must have a non-zero Open Balance.
• The Invoice must also not have any "Cash In Progress" and must have a non-zero Open Balance.
• Cust PO field of the Prepayment entry matches one of the following:
  • The DB/d Order number of the Invoice entry
  • The Cust PO number of the Invoice entry

Search for Prepayment Matches — available matches list

Step 3: Apply Payments

The user can select and de-select matches from the list to control which Pre-payments should be applied to the corresponding Invoices.

Before and After: Viewing the Results

Before applying Pre-payments:

After applying Pre-payments:

Frequently Asked Questions

Q: What does the Pre-payments and Invoices Utility do?

A: It matches existing AR Invoices with qualifying Pre-payment entries and lets the user pay off those Invoices with the matching Pre-payments, at the user's discretion.

Q: How do I search all open invoices across every customer?

A: Use [FIRST – LAST] as the desired range for both Customers and Invoice Numbers.

Q: What fields are required to start the search?

A: FY, Acct Pd, Bank Code, and Deposit Number are all required to initiate the search for invoices.

Q: How does the system decide which Pre-payments match which Invoices?

A: The Prepayment and the Invoice must each have a non-zero Open Balance and no "Cash In Progress," and the Cust PO field on the Prepayment must match either the DB/d Order number or the Cust PO number of the Invoice.

Q: What happens when I click Apply Payments?

A: It creates a Cash Receipts Entry batch containing the selected Pre-payments applied to the matching AR Invoices. The user should still review the Cash Receipts journal and update the batch as usual.

Q: Can Pre-payments be imported in bulk?

A: Yes — the Pre-payments and Invoices Utility can be used together with the Cash Receipts Gateway to import Pre-payments in bulk and apply them to matching invoices later.

Tags: accounts-receivable, cash-receipts, pre-payments, invoices, AR-invoices, DB-distributor, payment-matching