How to Enter and Manage Prepayments

How to Enter and Manage Prepayments

Entering prepayments is handled in our Accounts receivable system:


Often new customers send in a check with their job request to your process or photocopy order entry staff. The proper handling of the check is important to keeping the system straight. When you receive a job and a check, you should enter the job in wincopy or Winserveplus, then write the job # on the check and pass it the accounting department with a note that this is a prepayment.  The accounting staff should then use the prepayment system to enter the check into A./R. If you receive a credit card the technique is similar, but you will have to enter in the visa confirmation number in the check number field along with the amount of the payment, the job number associated with the payment.

Note: if you enter a prepayment properly on the job, the invoice entry screen will show the prepayment and your printed invoice can also show the prepayment amount with the remainder due.
 

Winserveplus Prepayment

 

Entering a payment for winserveplus, you select the customer, job number, checknumber, check date and amount and any comment you may want to include. Once you click OK on the entry, you will have a payment listed as an orphan on that customer’s account.

 

 

 

Wincopy prepayment

Entering a prepayment for Wincopy is  a similar technique with the addition of entering in the facility number for the prepayment:

The payment will appear as an orphan until the invoice is posted to A/R then the two if matching will purge out of the open item list.

 



Application of prepayments to your invoice 
 Once the invoice is generated for that job, the invoice and prepayment will match up and purge as long as the invoice and prepayment amounts match. Otherwise the prepayment will show as a  partial payment  on the account.

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