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AP Prepaid Process

AP Prepaid Process (Trimble: Process Prepaid Invoices) finishes invoices that were already paid by manual check before entry. Enter the invoice and payment details together in AP Transaction Entry with Prepaid Transaction selected, process the invoice batch, then complete the payment side here. This is not normal day-to-day unpaid entry.

Before you start​

  • You have the manual check number, paid date, and paid month.
  • Payment must cover the full invoice less retainage. Partial prepaid payments are not allowed.
  • Payment month must be the same as or later than the expense month.
  • Vendor, CM account, and related setup are ready so the prepaid payment can post.

Steps​

Enter the prepaid invoice (AP Transaction Entry)​

  1. Open AP Transaction Entry in an AP batch and enter the invoice like a regular invoice (vendor, AP Reference, dates, Invoice Total, detail lines). See AP Transaction Entry.
  2. On Payment Overrides, select Prepaid Transaction.
  3. Enter Check #, Paid Date, and Paid Month.
  4. Save the header and lines. Remember: any invoice-line discount is always taken on prepaid, regardless of the header discount date.

Process the invoice batch and open the payment batch​

  1. Process the invoice batch (File → Process Batch, validate / preview / Post as usual).
  2. When prompted, choose Yes to open the payment batch. Select (or confirm) a payment batch whose month matches the prepaid transactions.

Finish in AP Prepaid Process​

  1. Open AP Prepaid Process.
  2. Optionally restrict by CM account or batch so only the prepaid payments you intend appear.
  3. Update to load matching prepaid payment rows.
  4. Post. Invoice and payment process in separate batches; posting here finishes the payment side the way a normal payment batch finishes after Paying AP Invoices.

Notes​