Entering Prepayments

...

Distribution

Director of Procurement Services

AP Administrator

AP Payment Processor^*

Related Procedures

P-Card Administration - Processing Credit Card Transactions [PRO5522U]

Ownership

The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Enter Prepayment

IS Payables
N ® Invoices: Entry ® Invoices
Invoices

1. Select Prepayment from the list of values for the Type field.

2. Select the vendor from the list of values for the Supplier field.

Choose American Express.

3. Select the site from the list of values for the Site field.

If there is just one site, the information will default. Press Tab in field to accept the default.
This is the site to which the payment will be sent.
The address for this site will be printed on the payment.

4. Enter the Invoice Date by selecting the date from the calendar.

Enter the date from the vendor's invoice.

5. Enter the Invoice Number from the vendor's invoice.

If you press Tab to go to the next field, the default invoice number will appear as the current date, so you must enter the actual invoice number.

6. Enter entire dollar amount of invoice in the Invoice Amount field.

7. Enter the customer account number in the Description field.

8. Leave Temporary as the default for the Prepayment Type field.

9. Review or modify the scheduled payments, by clicking on the Scheduled Payments button.

The prepayment distribution account and amount will automatically default since the prepayment invoice type was selected.

10. Click on the OK button.

11. If invoice is to be on hold, click Holds button and apply hold as needed.

12. Save your work.

13. Approve the invoice.

Click on the Actions...1 button.

Check the Validate checkbox and click on the OK button.

Status of invoice will change to Unpaid.

Save your work.
Return to invoice header.

14. Close the invoice.

Effective: 10/04/04