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How to do prepayments in Microsoft Dynamics GP

Feb 07, 2020
By: Cassaundra A. Soto-Gillon

There are times you will require particular customers, inventory or services to have a prepayment at the time a sales order is entered into Dynamics GP. 

To do this in GP, you just need to enter these in GP and then make a few modifications to your invoice to reflect the prepayment was applied to the order.

Here’s how:

Creating the SOP order with a prepayment 

Customers will typically need a copy of a sales order with the prepayment amount on it before submitting the prepayment. To do this, follow the steps below:

1. Navigate to Sales --> Transactions --> Sales Transaction Entry.
2. Select the sales type “Order.”
3. Auto populate the document number.
4. Select the customer ID.
5. Select the currency ID.
6. Add the line items.
7. Select the blue arrow next to the amount received (pictured below), which will open the Sales Payment Entry window.

How to do prepayments in Microsoft Dynamics GP
8. In the Sales Payment Entry window, you will be able to enter in the prepayment amount in the COD Amount field. You can use this amount field to populate the Prepayment amount on the Sales Order form.

How to do prepayments in Microsoft Dynamics GP

9. When you print the sales order, you will receive the additional line of a prepayment like below:

How to do prepayments in Microsoft Dynamics GP

10. When you receive the prepayment, you will go back into the sales order document to record the payment. Navigate there via: Sales --> Transactions --> Sales Transaction Entry. Enter in the sales order number. Select the blue arrow next to the Amount received. You will fill in the following:
a. Amount received
b. Payment/deposit type
c. Checkbook ID
d. Check number (if check type)
e. Date
f. Posting date
g. Cash receipt number (this will auto populate)
h. Amount (this will auto populate as well)
i. Select insert
j. Select OK to exit the screen

The payment will be applied to this sales order like below. There will be a debit to cash and a credit to advance from customers. (Please note a batch will be created in the financial module using the Audit Trail Code. You can now go to Financial --> Transactions --> Batches and search for “SLSDP00000007” and then post this payment.)

How to do prepayments in Microsoft Dynamics GP

11. Now when you are ready, you can transfer the sales order to an invoice. You will want to be sure that the option to include “Totals and Deposits” are included like below.

How to do prepayments in Microsoft Dynamics GP

12. When printing the invoice for the customer, it will now show the appropriate balance left for payment.

How to do prepayments in Microsoft Dynamics GP

13. When posting the transaction, you will see the deposit getting taken out of the advanced account and placed into the sales account.

How to do prepayments in Microsoft Dynamics GP

Add the “prepayment” amount on the sales order 

    1. Navigate to Microsoft Dynamics GP à Tools à Customize à Report Writer and then select “OK” at the pop up.
    2. Select “Reports” at the top ribbon.
    3. Select the order form you would like to modify from the report listing. In my example, I will use the “SOP Blank Order Form,” then select “Open.”
    How to do prepayments in Microsoft Dynamics GP
    4. Select Layout.
    How to do prepayments in Microsoft Dynamics GP
    5. Now in the report, we will make modifications to the report footer. You will add a calculated field for the Prepayment amount text as well as the Prepayment amount cash amount due.
    • Prepaid text field
      1. Name the calculated field
      2. Result type: Select from the drop list to be “String” 
      3. Expression Type: Select radio button to be “Conditional” 
      4. Expressions Conditional: You will select the “field” tab and for Resources drop down, select “Sales Transaction work. For the Field drop down option, select “COD Amount,” then select “Add.” Add in the operator of Does not equal to symbol “<>.” Lastly, for the conditional, you will select the “Constants” tab; here you will select the Type drop down to be “Currency” and then the Constant field will auto populate to 0.00000, select “Add.” The expression should read “SOP_HDR_WORK.COD Amount <> 0.00000”
      5. True Case field: Navigate to the “Constants” tab, for Type drop down, select “String,” and the Constant field, type “Prepayment” then select “Add.” 
      6. False Case field: Navigate to the “Constants” tab. For Type drop down, select “String,” and the Constant field, leave blank and select “Add.”

        How to do prepayments in Microsoft Dynamics GP

      7. Select “OK” to save this calculated field.
      8. Drag and drop from the tool box the new calculated field onto the report footer.

        How to do prepayments in Microsoft Dynamics GP

    6. Next is to add in the prepayment amount next to the text. From the tool box, from the drop down, select “sales transaction work” and scroll down to COD Amount. Drag the field from the tool box onto the report footer. Once the field is on the footer, in the properties window for the “COD amount,” change the visibility to “hide when empty.” 

    How to do prepayments in Microsoft Dynamics GP

    How to do prepayments in Microsoft Dynamics GP

    7. The finished product should look like below:

    How to do prepayments in Microsoft Dynamics GP

With these changes, the prepayment field and amount will be blank on the sales order if a prepayment is not required on a sales order. 

Add the prepayment amount on the sales invoice 

  1. Navigate to Microsoft Dynamics GP --> Tools --> Customize --> Report Writer - select “OK” at the pop up.
  2. Select “Reports” at the top ribbon.
  3. Select the order form you would like to modify from the report listing. In my example, I will be using the “SOP Long Invoice Form,” then selecting “Open.” I chose the SOP Long invoice Form because, in my case, the clients used different preprinted paper stock for prepaid items.

    How to do prepayments in Microsoft Dynamics GP

  4. Select Layout.

    How to do prepayments in Microsoft Dynamics GP

  5. Now in the report we will make modifications to the report footer. You will add a calculated field for the prepayment amount/ deposit amount text. 
    • Prepaid text field
      1. Name the calculated field
      2. Result type: Select from the drop list to be “String” 
      3. Expression Type: Select radio button to be “Conditional” 
      4. Expressions Conditional: You will select the “field” tab and for resources drop down, select “Sales Transaction work. For the field drop down option, select “Deposit Received,” then select “Add.” Add in the operator of Does not equal to symbol “<>.” Lastly for the conditional, you will select the “Constants” tab, here you will select the type drop down to be “Currency” and then the constant field will auto populate to 0.00000, select “add.” The expression should read “SOP_HDR_WORK.Deposit Received Amount <> 0.00000”
      5. True Case field: Navigate to the “constants” tab. For type drop down, select “string,” and the constant field, type “deposit received” then select “add.” 
      6. False case field: Navigate to the “constants” tab. For type drop down, select “string,” and the constant field, leave blank and select “add.”

         How to do prepayments in Microsoft Dynamics GP

      7. Select “OK” to save this calculated field.
      8. Drag and drop from the tool box the new calculated field “deposit” onto the report footer.

        How to do prepayments in Microsoft Dynamics GP 

  6. You will also need to drag and drop the deposit amount. From the tools window and the dropdown, you will select the sales transaction work table. In the options, you will then select “deposit received” and drag and drop it next to total.

    How to do prepayments in Microsoft Dynamics GP

  7. The finished product should look like below:
    How to do prepayments in Microsoft Dynamics GP

 

Author(s)

Cassaundra A. Soto-Gillon
Consultant I
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