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Adding Customer Prepayments

The following steps will explain in detail how to add a new Customer Prepayment.

General Tab

You may already be in the General tab of the Customer Prepayments form with the Customer data you want present.  If so, go to step number "2."  If you are/are not in the Customer Prepayments form and do not have the Customer data you would like present on this form, begin with step number "1." below.  You will have two options in step  "1."

1.If you are in the Customer Prepayments form and do not have the Customer data you want, Click the New button at the upper left hand corner of the form to open the "Find Customer for this Customer Prepayment" form.  Once you have selected that Customer, all of the appropriate data from that Customer will automatically populate the fields of the Customer Prepayments form for you. In the Customer ID field you have the choice of either selecting an existing Customer ID from the combo box or entering a new Customer ID in the combo box.  If you choose to enter a new Customer ID press the 'Enter' key after you type the add Customer ID and a message will appear asking if you want to enter the new Customer ID.  If you select 'Yes' the Customer form will open where you will be able to enter a new customer.  See: Adding Customers.  Once you completed adding the Customer, you may continue below directly with the next sentence beginning, "If you are in the Main Menu.."

 If you are in the Main Menu, click on Sales, then Prepayments. Now a form appears with the label, "Find Customer Prepayments."  This is a search form that you may use to find existing customer prepayment transactions.  Click the New button at the upper left hand corner of the form. You will now be brought to the Create New Customer Prepayment search form that will be labeled, "Find the Customer for this Customer Prepayment."  Click here: Create New Customer Prepayments, for help on how to use the Enter Customer Prepayments form.  Once you complete the form, you may return to this Adding Customer Prepayments help topic (there will be a link at the bottom of the Enter Customer Prepayments form labeled Adding Customer Prepayments to bring you back) to continue below.

2.Now that a Customer ID has been selected you will notice many of the fields on the form like Customer Info will fill in with data based on that customer.  This can really help speed up data entry and is good reason why you should spend the time to enter data in key fields of the customer form like Terms and Currency.  When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.

3.The Prepayment Number field will be automatically filled in with a unique number based on the starting number that is assigned in the Starting Numbers form.  This number is used as a reference for you and VisionCore to help find this transaction later if necessary.

4.The Date field will automatically be filled in with today's date.  This can be changed to whatever date you want.

5.The Currency field is used to assign a default currency for each customer prepayment.  Normally, this will automatically fill in with your default Currency ID setup for the selected customer in the Customer form.  You can override the Currency after it fills in if you need to.  If the currency you want to use is not in the list you will have to add it to the Currency Exchange Rate form.  You will notice that if you use a different currency other than the default currency set in the Company Preferences form, the Total fields will display a different background color as to what is setup in User Preferences form > System tab.

6.The Information area will display all the details of the selected customer.  You can click the Ellipse button next to this section to open the Customer form where you can edit the customer.

7.The Check No field is where you can enter the check number the customer sent you for this deposit.

8.The Notes field can be used to enter any notes or comments about the deposit.

9.The Terms field will fill in with the default terms setup for the selected customer.  This field is used to enter the payment terms for the customer prepayment, which details the form of payment that customer sent to you. Terms are directly connected to the receivables and will determine what discounts or interest your customer may receive.

10.The Due Date field will fill in with the date due.  You may select the date by clicking dropdown button to the right of the Due Date field.

11.The Salesperson field will fill in with the default contact name entered for the selected customer.  You can change this field to any name you want by using the combo box or typing over the default name you have selected previously.

12.The PO Number field is where you can enter the Purchase Order number you want to use for this deposit.  This can be used as a reference for the deposit.

13.The Description field can be used to enter a description of the prepayment.

14.The Job ID field can be used to assign a Job ID to track the deposit for a job.

15.The A/R Account will be filled in automatically with the Accounts Receivable ID setup in the Security form > Default Accounts tab.  This is the Account Receivable account that will be affected when you Post this transaction.  You can change it by selecting a different account from the combo box if you need to.

16.The Bank Account will be filled in automatically with the Customer Advanced Deposit ID setup in the Security form > Default Accounts tab.  This is the deposit account that will be affected when you Post this transaction.  You can change it by selecting a different account from the combo box if you need to.

17.The Amount field will automatically fill in with zero.  This is the field you use to enter the amount of the prepayment.

 

History Tab

You can get to the History page of information by clicking on the History tab.

1.The History page will display all the Customer Prepayments made by the selected customer.  All the fields are read only and cannot be changed.

2.Click the Ellipse button next to any of the customer history line items to have VisionCore display that customer prepayment in the General tab page.


Related Topics

Customer Prepayments

Create New Customer Prepayment