Hello,

In Open Payables detail report, it always shows the invoices and prepayment even though they are supposed to cancell each other. I would like to know how I can use the prepayment to apply the invoice and Open Payables detail report will not show those applied in full transations.

Thanks in advance,

Mavis

Hi Mavis,

The Open Payables report will list all transactions that have a Current Amount other than 0.00, even if the total all net to 0.00. Your example of invoices and pre-payments not matched to each other would be one occurrance of this.

To fix this, create a manual check Payment for this vendor, non-printing and for 0.00. Apply it to both the pre-payment and the invoice, give it some general check number (or 'MATCH' if you allow alpha-numeric check numbers) and post it. You should now see 0.00 for the Current Amount of all 3 transactions, and they will not print on the Open Payables report, and also will be cleared to History on your next Period End.

If you would like the program to match the pre-payment and invoice automatically, you have to enter an invoice number when doing the pre-payment, and use that exact document number when creating the invoice. Should you not know the invoice number when creating the pre-payment, then there is currently no way to match the invoice to the pre-payment automatically from invoice entry/posting.