---
title: "Supplier Prepayment Request"
canonical: "https://kb.myframeworks.com.au/space/FRAM/28404008/Supplier%20Prepayment%20Request"
format: markdown
---
# Overview

> Macro (excerpt)
> 
> The normal process for paying for goods involves the receipt of goods and the receipt of an invoice which is then approved, selected for payment and paid, however, some suppliers from time to time will request a prepayment of either the full amount or part of the purchase value before they release their goods for delivery. The **Supplier Prepayment Request **allows you to create an entry of a prepayment transaction into the supplier's account so a payment can be drawn and sent to the supplier.
> 
> > ❌ Pre-Requisites: This process requires a new control account 'Prepaid Purchases' to be defined for the branch requiring a prepayment can be made. This account needs to be created as a balance sheet account and assigned to the branch in Branch Maintenance. If this account is not defined, an error message 'Pre-Paid Purchases G/L Account not found for branch 1' appears when trying to create the prepayment transaction.
> 
> The goods are then receipted. When the supplier sends their invoice it is entered into the system. When the invoice is posted, Frameworks automatically reverses the pre-payment invoice for you as it keeps track of it by the purchase order number.

> ✅ Refer to the [Processing a Supplier Pre-Paid Invoice](https://sterlandsupport.atlassian.net/wiki/spaces/CO/pages/30507216) Operator Guide more more information on the process of pre payments.

# Accessing the Supplier Prepayment Request Screen

To access the **Supplier Prepayment Request** screen, perform the following:

1. Click the **Frameworks Menu** and navigate to **Payables** > **Transaction Processing **> **Supplier Prepayment Request** from the navigation tree.
2. Click **New** to get stated.

# Navigating the Supplier Prepayment Request Screen

The **Supplier Prepayment Request** screen allows you to fill out the details for and post an invoice for the prepayment of a purchase order. The Supplier Prepayment Request screen is made up of 3 sections

1. The Supplier Details
2. The Prepayment Request Information
3. The Command buttons

![image](media://35d829fc-1466-4ae5-8c54-486cd415018f)

## The Supplier Details

The **Supplier Details **section allows you to:

1. Select the **Supplier** who is requesting the prepayment by entering the supplier ID or clicking
  the **Search** icon to open the **Supplier Finder **window.
2. View some basic information about the selected ssupplier,including their required **Payment Method.**

## The Prepayment Request Information

The **Prepayment Request Information **section allow you edit and view the following:

| **Field** | **Description** |
| --- | --- |
| **Purchase Order ** | Enter the **Purchase Order** number that requires prepayment or click the **Search** icon to open the **Supplier Transaction Finder **window. |
| **Invoice** | Displays the **prepay invoice number**. This number defaults to include **PREPAY-** as the prefix and the **Receipt Number **(purchase order number) |
| **Branch** | Displays the ordering **Branch **number. |
| **Invoice Date **and** Due Date** | Enter the payment date of the prepaid invoice. This saves as the due date of the invoice and defaults to today's date. |
| **PO Amounts (Exc and Inc)** | Displays the **Purchase Order totals** for both including and excluding GST |
| **Expense Account** | Displays the configured expense account information for the invoice, is the branch control account 'Pre-paid Purchases'<br>> ⚠️ Pre-Paid Purchases G/L Account MUST be created and defined in [Branch Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28390994). |
| **Narrative** | Enter a narration for the GL Transaction. This will default to *Prepayment of purchase.* |
| **Prepayment Amount** | Enter the **prepayment amount** as required. This will default to the total purchase order amount, including GST. |

## The Command buttons

The **command buttons **section allows you create **New **supplier prepayment request, **Save**<span style="color: #333333"> or </span>**Cancel**<span style="color: #333333"> any changes made and </span>**Close **<span style="color: #333333">the screen</span>

- Click **New** to create a new supplier prepayment request.
- Click **Save and Post (S)** to save the supplier prepayment details and post the transaction off allowing you to pay the supplier via a [Payment Selection Batch](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404060).

---

# Additional Information

> ✅ Refer to the [Payment Selection Batch](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404060) User Manual for more information on paying a supplier.
> ✅ 
> ✅ Refer to the [Processing a Supplier Pre-Paid Invoice](https://sterlandsupport.atlassian.net/wiki/spaces/CO/pages/30507216) Operator Guide more information on the process of prepayments.