Sage 100

v2017 - After five years of processing AP invoices (with too many little issues IMHO), company AP clerk decides to start suddenly entering invoices paid electronically using the prepaid invoice field (see below). Now I am being asked to figure out how to fix it. But first, I have to understand what is going on. Of course the help text **(Enter the invoice number used to record prepayments against this invoice, if any, or click the Lookup button to list all open invoices**) leaves me looking in the fridge for a cold beer! It appears that this prepaid field allows you to match a ""prepayment"" , but I don't see any GL activity for it. When you click on the source journal in AP history, this invoice does not appear to be posted. So from what I see, the invoice distribution line was a big zero. What is the purpose of this field? More importantly, do I tell the client to reenter the invoice correctly and pay via manual check entry?

What does the AP invoice payment history show?

Let's say you have to prepay for an order. You don't have a valid invoice number yet. So you create an invoice and post it and pay it. Then you later get the actual invoice. If there is a diff between the dollar amounts, then the diff will post (after you tie the prepaid invoice to it). If there is NO diff, nothing will post because it was already taken care of. But now you will have the true invoice number in the file. So I'm not understanding if the prepay invoice had an amount, or not - if not, then it should not have done anything and the real invoice should be unchanged.

So why not (yes this is stretch question) mimic the way deposits are handled in PO's and just set up a GL deposit account for the deposit and enter the deposit information to reduce amount due on the real invoice. I can (sorta) see the logic but like all things Sage, wish it was handled better.