Sage 100

Is there an elegant way to provide a customer an actual prepayment invoice from Sage that customers can pay against and then have those dollars applied to the shipment invoice that will get created at the end? I just can't envision anything besides how we create and apply prepayments using Cash Receipts.

You could create a pro forma invoice (SO copy?) to send the customer but you would still have to do the rest the same.

What Therese said. Then be prepared for ""well how do we know what freight is? "". One of my end users ships about 1/2 their invoices this way with the prepayments being either credit card or wire transfer which post during the invoice update process. We call them prepayments but they are actually placed onto the invoice or sales order during the data entry process so it's a one-step process.

Thanks, guys - I thought about a ""fake"" invoice or a sales order print, but wanted to make sure I wasn't missing anything fancier. While they will record deposits as well, they might have to take in multiple prepayments and deposits, so I want to make sure everything marries up correctly.

What if you do an invoice with a Misc Charge item that posts to the Customer Deposit account? This would credit that account, give them an invoice to pay, and you could still enter the prepayment on the Total tab of the real invoice to make the balance come out OK.

I've done that too @BethBowers but you have to monitor that it was paid before invoicing the order. Memos can be used.

Client sells quilting long arm sewing machines and takes $500 deposits (usually via credit card). They invoice the deposit with a /dep misc code and process the CC payment. At the same time, they enter the order for the machine and enters a /dep line to reflect the deposit. If they take additional deposits before shipping, they invoice the deposit and add a line to the order to reduce the balance due. Works for them. Also, because the process and invoice for the deposit, they can also issue a credit memo against the original invoice to refund the deposit via CC if customer cancels the order. They do have to stay on their toes and keep an eye on the deposit account.

Jeff, that's not a bad process. Thanks for the detail.

Thanks - I hope it works for you!