--- title: "Processing a Supplier Pre-Paid Invoice" canonical: "https://kb.myframeworks.com.au/space/CO/30507216/Processing%20a%20Supplier%20Pre-Paid%20Invoice" format: markdown --- # Overview > Macro (excerpt-include)
Click here for information related to the GL Movements | Transaction | Debit (DR) | Credit (CR) | | --- | --- | --- | | 1. Create prepay invoice | Prepayments | Creditors control | | 2. Pay prepay invoice | Creditors control | Bank | | 3. Receipt goods | Stock | Purchases clearing | | 4. Stock Invoice Approval (SIA) - post invoice | Purchases clearing and GST purchases | Creditors control | | SIA - auto reversal of prepay invoice | Creditors Control | Prepayments | | 5. Pay supplier invoice/take up prepay invoice | Creditors control | Bank | | Optional - Cancel (paid) prepay invoice | Bank | Creditors control | | | | | | If Supplier invoice is entered at Receipting the postings are as follows | | | | 3. Receipt Goods (enter invoice details) | Stock | Purchases clearing | | Supplier invoice is created | Purchases Clearing & GST purchases | Creditors Control | | Auto-reversal of prepay invoice | Creditors Control | Prepayments |
# How to Process a Supplier Pre-Paid Invoice To process a Supplier Pre-Paid invoice, perform the following ## 1. Create the Purchase Order Create a Purchase Order (PO) and send it to the supplier as per your normal processes.  1. Click the **Frameworks Menu** and navigate to **Purchasing & Receipting > Transaction Processing > Purchase Orders** from the navigation tree. 2. Click **New **to open the **New Purchase Order** window. 3. Enter the required details to create the PO and click **Save**. 4. Add the **Products **required for the PO and update any other details as required. 5. Send the PO to the supplier by clicking **Actions** and select **Print Order**. > ✅ Refer to [Create a Purchase Orders](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30507140) for more information. > ✅ > ✅ Refer to [Creating a Casual Supplier](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30510462) for more information. ## 2. Create a Supplier Prepayment Request Create a Supplier Prepayment Request so you are able to send the supplier the required prepayment amount.  If this transaction is for a casual supplier, the Accounts Payable staff should have updated the supplier's banking details.  If not, the option to update the supplier is available using the Supplier Maintenance button from within Supplier Prepayment Request > ℹ️ This step will add a prepayment transaction onto the supplier's account. 1. Click the **Frameworks Menu** and navigate to **Payables > Transaction Processing > Supplier Prepayment Request** from the navigation tree. 2. Click **New **to begin the Supplier Prepayment Request. 3. In the **Supplier **field, enter the supplier name or Id and select the required supplier for the popup menu or click the **Finder icon** to open the **Supplier Finder **window. 4. In the **Purchase Order **field, enter the PO Number or click the **Finder icon** to open the **Supplier Transaction Finder **window and select the required **Receipt No.** 5. Confirm the **Invoice Date **is correct. 6. Update the **Narrative**, if required. 7. Update the **Prepayment Amount** if the full PO Amount is NOT required. 8. Click **Save and Post** and confirm to create the prepayment transaction ready for payment. > ✅ Refer to the [Supplier Prepayment Request](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404008) User Manual for more information. ## 3. Pay the Supplier Pay the Supplier Prepayment amount to the supplier via a Payment Selection Batch. 1. Create the Payment Batch 1. Click the **Frameworks Menu** and navigate to **Payables > Transaction Processing > Payment Selection Batches** from the navigation tree. 2. Click **New **to create a new payment batch 3. In the **Description **field, enter a description for the payment batch. 4. In the **Payment Date **field, enter the date of the payment or click the **Date Chooser** **icon** and select a date. 5. In the **Approved By **field, enter the approver's Frameworks user id or click the **Finder icon** to open the **User Finder **window. 6. Click **Save** to create the batch. 2. Add the Supplier Prepayment Request Invoice/s 1. Click **Add Invoices** to open the **Payment Selection Invoice Finder** window. 2. Enter your search criteria and click **Find.** **Tip:** If you only need to send the payment to one supplier enter the supplier Id into both the **From** and** To Supplier **fields. 3. Expand the **Supplier / Invoice** list and select the required **PREPAY Invoice.** 4. Click **Use** to add the invoice to the payment selection batch. 5. From the **Status **drop-down menu select **Approved** 6. Click **Save **to commit the changes. 3. Process the Payment 1. Click **Process Payment **to open the **AP Payment Post Main** window. 2. Confirm the **Payment Date **and the supplier's **Bank Account **details are correct and update if required. 3. From the **Direct Credit File Format **select the required banking file format required for your bank. **Note**: This only applies to Supplier's setup to be paid via direct credit 4. If required by your bank, enable the **Self Balancing **checkbox. 5. Click **Select Print Options** to open the **Batch Print Dialog **window. 6. From the **Output Type** drop-down menu, select how you want to output the remittance advice for the supplier. 7. Click **Save** to close the **Batch Print Dialog **window to commit the selection. 8. From the **AP Payment Post Main** window, click **Go **to send the remittance advice and create the file format required for the bank selected (e.g. *.aba, *.NAI, *.csv, *.BAI). 4. Download the direct credit file, if required. 1. Navigate to the **Home **tab 2. Under the **Notifications** section you will be notified **AP Payment Post: Download file available.** 3. Click on the direct credit file hyperlink to download. 4. Upload the file to via your bank for payment to be processed. > ✅ Refer to [Selecting Invoices for Payment](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30530296) for more information. ## 4. Receipt the Stock Once the supplier has sent the goods, process the stock receipt as normal. 1. Click the **Frameworks Menu** and navigate to **Purchasing & Receipting > Transaction Processing > Stock Receipting** from the navigation tree. 2. Enter your search criteria, to find the purchase order, and click **Find.** 3. Clink the **Order** hyperlink to open the **Goods Receivable** screen. 4. In the **Docket Number **field, enter the docket number form the supplier. 5. If required, updated the **Receipt Date.** 6. Click **Receive All** to receive all the stock or updated the **Received This Delivery** fields as required. 7. Click **Receipt** **Goods** to receive all the selected goods into stock. 1. **Optionally If you have the suppliers invoice:** 1. Before clicking **Receipt Goods**, enter the **Invoice Number, Invoice Date, Invoice Amount (Ex)** and **GST Amount.** **Note**: If this is been done you can skip the next step of processing the invoice in **Stock Invoice Approval.** > ✅ Refer to [Stock Receipting](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28380954) for more information. ## 5. Process the Invoice Process the suppliers stock invoice as normal when it arrives via stock invoice approval. > ℹ️ This part of the process reverses the prepayment amount 1. Click the **Frameworks Menu** and navigate to **Payables > Transaction Processing > Stock Invoice Approval** from the navigation tree. 2. Click **New** to create a new stock invoice entry 3. In the **Supplier **field, enter the supplier name or Id and select the required supplier for the dropdown list or click the **Finder icon** to open the **Supplier Finder **window. 4. In the **Invoice Number **field, enter the suppliers invoice number. 5. In the **P/O Number **field, enter the PO Number or click the **Finder icon** to open the **Supplier Transaction Finder **window and select the required **Receipt No.** 6. In the **Invoice Date** field, enter the date of the invoice or click the **Date Chooser icon** and select the date. 7. In the **Invoice Amount (Ex) **of the invoice. The **GST amount **will automatically calculate. 8. Click **Select All **to selected all of the receipted stock to match the Supplier's invoice. Adjust any lines that require variances to the quantity invoiced or value invoiced. 9. Click **Post **to update the General Ledger. > ✅ Refer to [Stock Invoice Approval](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28385042) for more information. ## 6. Match off the Invoices Match the negative prepaid invoice (prepay reversal invoice) with the Stock Invoice once it is processed via the Invoices section of the Supplier Dashboard and clicking the **Match** button. > ✅ Refer to [Invoices](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28397324) section of the supplier dashboard for more information. > ✅ > ✅ Refer to [Tagging Multiple Invoices & Moving These to Historical Transactions (if the Total Value = Zero)'](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28397332) for additional information. --- # Additional Information > ✅ Refer to [Create a Purchase Orders](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30507140) for more information. > ✅ > ✅ Refer to [Creating a Casual Supplier](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30510462) for more information. > ✅ > ✅ Refer to the [Supplier Prepayment Request](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404008) User Manual for more information.  > ✅ > ✅ Refer to [Selecting Invoices for Payment](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30530296) for more information. > ✅ > ✅ Refer to [Stock Receipting](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28380954) for more information. > ✅ > ✅ Refer to [Stock Invoice Approval](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28385042) for more information. > ✅ > ✅ Refer to [Invoices](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28397324) section of the supplier dashboard for more information.