Easier process for pre-paying for purchase orders

Enhancement Voting AP Transactions (Bills/Credits/Bill Payments)
1

Name of Feature/Request: Easier process for pre-paying for purchase orders

What financial, time savings, or quality of life improvements will occur from this: Be able to create a bill but not receive items. | Frequency: Anytime a PO needs to be pre-payed - multiple times a month | We often times will put 20-30% deposit down on POs or even pre-pay for the whole thing, but have not received inventory. The normal way of creating a bill puts the items into inventory, which we don’t want. Looking for a better way to accomplish this. Ideally, we could create a bill WITHOUT receiving the items. That would solve our problem - we could record a payment on the bill and then receive the items when they arrive and record the remainder of the payment (if applicable) when it is paid later on. There is a checkbox for “receive item (bill pending” - we could basically add another checkbox that would do the opposite (create the bill but not receive items).

Attempted Solutions So Far: 1. Create a bill credit and later apply it to the bill when items are received. Brian did not recommend this option.

  1. Create a journal entry to record the payment and then apply it to the bill when items are received. This was Brian’ recommended option. He showed us how to credit the JE and then copy/paste the link into the PO’s notes so you could reference it later. This is not ideal and the note could get missed easily.

  2. Create a bill without the items and instead put a “deposit” item on it for the payment amount. Then, when the items arrive, create a new bill with the items and add the deposit again, but with a negative amount. This balances out the original pre-payment. This also shows the payment in the related to section of the PO. Still not ideal since it creates two bills, but this was Will’s recommended solution.

Digging deep - Any additional Why behind this request / How was this accomplished before Striven in what system or software: Original Description: We often times will put 20-30% deposit down on POs or even pre-pay for the whole thing, but have not received inventory. The normal way of creating a bill puts the items into inventory, which we don’t want. Looking for a better way to accomplish this. Ideally, we could create a bill WITHOUT receiving the items. That would solve our problem - we could record a payment on the bill and then receive the items when they arrive and record the remainder of the payment (if applicable) when it is paid later on. There is a checkbox for “receive item (bill pending” - we could basically add another checkbox that would do the opposite (create the bill but not receive items). | Previously accomplished: There are options to create a bill credit or create a bill without the items and instead put a “deposit” item for the payment amount.

StrivenID: 2599571