Posting Prepayments Using a Change Document

Any missing pre-payments can be identified by running the Management Account Trends report. If prepayments were not correctly defined at the time the transaction was entered, they need to be manually created.

Manual prepayments are required when an invoice has already been posted that did not include the prepayment entries. This is achieved by posting a change document (System Journal Input form). Alternatively, you can post a prepayment document input form providing the form has been installed on your system. For more information, see Posting Manual Prepayments Using a Document Input Form .

Important: Before posting any prepayment documents, it is essential to check that all the accounting periods within the prepayment timeframe exist, and have an access level of 8 or less. Prepayments will not be able to be posted to the correct periods if this is not the case, and can be time consuming to rectify. For information on how to check the access level, see Checking Accounting Period Access Levels.

Example used: An invoice (POIN 303) has been posted from PS Purchasing for annual software support. The invoice should have been prepaid to cover the full 12 months the service will be active for. As a consequence, the POIN document needs to be pre-paid in PS Accounting.

  1. Select Options > Document Enquiry from the top menu.

  2. The Selection Criteria dialog is displayed. Select Equals from the Types drop-down list, then click the ... icon and select the applicable document type. e.g. POIN.

  3. Select Equals from the Number drop-down list, enter the applicable document number in the adjacent field, e.g. 303, then click the OK button.

  4. The Document Enquiry dialog is displayed. Right-click in the grey box to the left of the POIN header and select Change Document from the pop-up menu.

  5. The System Journal Input form is displayed. Enter the prepayment range in Userfield 1 on the expense line in dd/mm/yyyy-dd/mm/yyyy format (with no spaces), e.g. 01/09/2020-31/08/2021.

  6. Next to the prepayment date range in Userfield 2, enter the text: Prepayment (ensuring that a capital P is used).

  7. Press F5 to post the document. The Prepayment rule will post the applicable PB - Prepayment Transfer to Balance sheet document and subsequent Prepayment Movement to Expense documents to prepay the POIN.