Overview

Sometimes the vendor would like to be paid before delivery, and this is where a problem resides as I might be able to link a standalone check to a PO, resulting with an open bill although it has been paid. This document is for accountants who do not usually deal with PO’s, outlining how to overcome such an issue.

Paying with a Check

The PO is usually created by the purchasing department. Here are the steps to prepay it:

From the Order menu, choose open:

Or simply click “Open on the tools menu:

A new Dialog will appear, Enter the PO Number in the “PO Number” section and press Enter, or click “Search”:

Click on the PO Number and click open (or simply double click the PO number), and it will open as follows:

Click on the summary Tab as shown above, and you should see something like this:

 Click on the deposit botton where it shows 0.00 (Meaning no deposits have been made yet).

When you click the deposit button, a new dialog will appear asking for payment information, as shown below:

Now this is like a regular check, yet the vendor and the order are linked, fill in the proper information such as batch number (which you can auto generate using the button next to it), the Register, the payment methos, and then fill the amount in the expense tab below. By default, payments go to vendor deposits by default, unless you have a different then you should keep the defaults. This is an example dialog filled:

In the above example, All I had to do is click the small sheet button next to the batch field (highlighted in yellow) and it autofilled a batch code. Then I made sure that the date is correct (blue circle), and finally made sure I am in the right ledger account, and I typed the amount (red Circle). In some cases the vendor will ask for an advanced payment rather than the full payment, we can specify the amount here, then go again later and pay the rest of the amount using the desired payment method.