The following steps will explain in detail how to add a new Vendor Prepayment.
1.First, click on the Purchases topic in the Main Menu. Then click on Prepayments. Now a form appears with the label, "Find Vendor Prepayments." This is a search form that you may use to find existing vendor prepayment transactions. Click the New button at the upper left hand corner of the form to open the "Find the Vendor for this Vendor Prepayment." Click on the next words, Create New Vendor Prepayments, for help on how to use the Create New Vendor Prepayments form. Once you complete the form, you may return to this Adding Vendor Prepayments help topic (there will be a link at the bottom of the Create New Vendor Prepayments form labeled Adding Vendor Prepayments to bring you back) to continue below.
2.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.
3.Now that a Vendor ID has been selected you will notice many of the fields on the form like Vendor Info will fill in with data based on that vendor. 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 Vendor 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.
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 Vendor Prepayment. Normally, this will automatically fill in with your default Currency ID setup for the selected vendor in the Vendor 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, that the Total fields will display a green background.
6.The Information area will display all the details of the selected vendor. If you would like further detail on the Vendor and/or want to update information on the Vendor, you may click on the Ellipse button, bringing up the Vendor form. This Ellipse button is located under the words, "Information".
7.The Check No field is where you can enter the check number you used for this deposit. If you plan on using VisionCore to print the check make sure you fill in this field. You can manually enter the next check number you want to use for the selected Bank Account or click the Ellipse button next to the check number field to automatically fill in the next check number. You must initially setup the next check number to be used in the Bank Account Information form using the Next Check Number field. You can manually change this check number if necessary.
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 vendor. This field is used to enter the payment terms for the Vendor Prepayment, which details how you pay that vendor for the merchandise. If the Terms you receive are not in the combo box click the Ellipse button next to the field to open the Terms form where you can add or edit the terms. Terms are directly connected to the payables and will determine what discounts or interest you may receive.
10.The Due Date field will fill in with the date due. You may select the date by clicking drop down 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 vendor. You can change this field to any name that comes up in the mini form after you click on the combo box.
12.The PO Number field is where you can enter the Purchase Order number you want to used 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/P Account will be filled in automatically with the Accounts Payable ID setup in the Security form > Default Accounts tab. This is the Account Payable 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 bank account setup in the Security form > Default Accounts tab. This is the asset 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 deposit.
You can get to the History page of information by clicking on the History tab.
1.The History page will display all the Vendor Prepayments ever made to the selected vendor. All the fields are read only and cannot be changed.
2.Click the Ellipse button next to any of the vendor history line items to have VisionCore display that Vendor Prepayment in the General tab page.