Vendor prepayments
Open Purchasing → Prepayments in Thermal →
What it's for
Vendor prepayments tracks money paid to a vendor before a bill arrives. Record an equipment deposit or another advance, then apply some or all of it when an approved bill is available.
Open Purchasing → Vendor prepayments. Recording an advance documents money already paid; it does not send money or post a transaction to your accounting provider.
Tabs
Use the Purchasing tabs to switch between purchase orders, field purchases and vendor prepayments.
Panels and controls
The worklist shows open prepayments, oldest paid date first. Each row includes the vendor, purpose, paid date, age in days, prepaid amount, applied amount, remaining amount, optional purchase order and payment reference. The header shows the number of open prepayments and their combined available balance.
Choose Record prepayment to enter an advance. A linked purchase order must belong to the same vendor and branch.
Choose Apply to bill from a row's actions. Select an approved bill for the same vendor and branch, then enter the amount to apply. The amount must fit both the prepayment's available balance and the bill's remaining balance. A partial application leaves the rest available for another bill. A fully applied prepayment leaves the open worklist.
The age is the number of calendar days since the paid date, using the company's current date. No open vendor prepayments appears when the worklist is empty.
What it accepts
| Field | Format | Required | Rule |
|---|---|---|---|
| Vendor | Choose a vendor | Yes | From your company |
| Branch | Choose a branch | Yes | Within your access |
| Paid on | Calendar date | Yes | Date the advance was paid |
| Purpose | Text | Yes | Up to 2,000 characters |
| Purchase order | Choose a purchase order | No | Same vendor and branch |
| Payment reference | Text | No | Up to 200 characters |
| Amount | Positive USD amount | Yes | Up to two decimal places |
| Vendor bill | Choose an approved bill | When applying | Same vendor, branch and USD currency |
Create and approve vendor bills from their purchase order.
How to configure it
No prepayment-specific settings are required. Maintain the vendor and branch records used by the recording form through your company's normal purchasing and branch setup.
Who can see it
Access follows the Purchasing area permissions and your branch scope. Prepayments and bills from another company are excluded.
See Roles & permissions for the standard access rules.