--- title: "Pre Paid Invoices (PPI)" canonical: "https://kb.myframeworks.com.au/space/PROSTIXV48DOC/31099113/Pre%20Paid%20Invoices%20(PPI)" format: markdown --- The New Prepaid Invoice option allows you to create an order and provide the customer with an invoice before they receive the goods. The FeaturePPI tailoring code needs to be active in order to use the pre-paid invoice feature. There also needs to be an Unearned Income general ledger account defined in company maintenance, to store the GST-exclusive amounts on the pre-paid transactions. To use the New Prepaid Invoice Feature, perform the following: 1. From the ProStix Main Menu select 'Sales Order Processing' then 'Order Processing' then 'New Prepaid Invoice'. You are then presented with a screen with the following fields: 2. This screen works in the same way as the New Order opening screen, except that Copy Order is set to 'no' and cannot be accessed. 3. Once this screen has been completed you are prompted for despatch data and delivery details as per a normal sales order. The only difference in the delivery details screen for a prepaid order is that the Special Buy-in field is set to 'no' and cannot be accessed. 4. After entering the delivery details you are prompted to type the order details as per a normal sales order. You cannot enter a pack product or a special product. 5. Once all products have been added to the order, select to display a list of detail options. As well as several of the normal order options, there is an option Post Invoice. Selecting this options finalises the sale and posts the invoice in a similar fashion to Release Order. On posting, the user has the option to print the invoice (default 'no'). The fields here function in the same way as those of a normal order release. Once a prepaid order has been released it will become a back order, with a suffix of 1 attached to it. This invoice can thereafter be accessed from the Search by Order Number or Find by Number options, when it is time to supply the goods. 6. When the goods are to be delivered, the order may be found as per the standard process. The user has the option to print the delivery docket (default 'no'). If only part of the order is released, an invoice is created for the part quantity and may be viewed as per the standard process. Prepaid Invoice Enquiry Prepaid Invoices cannot be viewed via the standard invoice enquiry menu ('Accounts Receivable' then 'Invoices & Statements' then 'Invoice Enquiry') until the order has been released. Before releasing the order the invoice may be viewed through menu Order Enquiry ('Sales Order Processing' then 'Order Enquiry' then 'Prepaid Invoices'). This facility allows the user to view or print the invoice as per the normal invoice enquiry. Prepaid Invoice Report This report enables you to keep track of pre-paid invoices in the system. The FeaturePPI tailoring code governs access to this report. 1. From the ProStix Main Menu select 'Sales Order Processing' then 'Order Reporting' then 'Prepaid Invoice Report'. Selecting this option opens a screen with the following selection criteria: Orders are grouped by branch and sorted by order number. Below is a sample of the detailed report layout: ordrprepaidmaster Prepaid Invoice Report 28/08/07 4:35 pmPage1 Branch 001 Order Date Range :31/07/07 - 28/08/07 Branch Range :001 - 002 Customer Range :102500 - 102604 Invoice Range :00000000 - 99999999 Order Customer Date Credit Orders Prepaid TotalBalance -------- -------- -------- ---------- ---------- ------------- ---------- 00109581 102510 31/07/07 -9.90102.42144.9932.67 Product Description Preorder Qty Supplied Qty NonRequired Qty Prepaid Total Balance -------- ----------- ------------ ------------ --------------- ------------- ---------- Order Customer Date Credit Orders Prepaid TotalBalance -------- -------- -------- ---------- ---------- ------------- ---------- 00109583 102500 31/07/07 -10.8942.2868.3115.14 Product Description Preorder Qty Supplied Qty NonRequired Qty Prepaid Total Balance -------- ----------- ------------ ------------ --------------- ------------- If a customer wishes to return goods supplied from a prepaid invoice, it is possible to raise a credit note for the supplied goods. You do this by selecting the New Credit Note option and specifying the customer and invoice number. The primary differences between a prepaid goods return and a normal credit note are as follows: