Applying a prepaid purchases payment to a newly received invoice

[intermanus]

We are using GP7.5. We make large purchases (product for resale) where we make a deposit before the goods and invoice arrive. I am currently making a manual payment that debits an account called prepaid purchases.

When the product and invoice arrive, it is entered as crediting accounts payable (like the overwhelming majority of our invoices). When I then try to apply the payment to it, it will not clear up the entrys (A/P or prepaid) and hence I have an incorrect balance in those accounts.

I would like to have the system sort this out and not create another manual process (only do this with these invoices). Can anyone offer guidance as to how they may approach this problem?

As a note, I am currently voiding the original payment when the invoice arrives but that is not a good answer either as I have to sometimes post to a closed period and it does not reflect the actual month end.

Thanks

Don

 

[jazgeek]

we do something similar with purchases made on tooling and wire transfers overseas.

unfortunately there is no way to do it "automagically" as in sales order processing.

What we do is we enter a manual payable for the amount being wire transfered and enter a corresponding credit note to the vendor and clear it up at the point of invoicing. Not very elegant.



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and they wonder why they call it Great Pains!

jaz