Expert Needed! Purchase Order Full Prepayment

[Sageimnot]

Thanks for offering your expertise! I have a supplier in China and I have to pay in full before he ships.
How do I apply this full prepayment to the purchase order? From the supplier process flow chart, it seems that I have to reveive goods before paying for it. Please, I am a student user so explain the process fully, thanks!

[moon]

Dear Mr. Sageimnot,

Payment can be made to suppliers against the invoice or it can only be a payment on account.

As you have not received any invoice or booked any invoice, you shall make it a payment on account. Just click make pament, enter the supplier and payment details and save. It will ask to make it as payment on account, click ok..
The supplier balance will be shown negative (means overpaid or prepaid). When you will post the invoice, the supplier balance will be automatically adjusted. However, in such case, you cannot match the payments with invoices.
For example, you paid 100, then you made invoice of 100. There will be two transactions those are not interrelated. You have to give the appropriate reference in reference or details columns to manually match it. (Manually means when you open the details or take a print of the statement, you will be able to locate the invoice and payment against it using the details written there..)

[Sageimnot]

Thank you very much Moon.
If there is no other way, then this would have to do.
Thanks again, Cheers!

[brucedenney]

There is a minor issue that arises from this.

Later on when the invoice is received and the order updated, the payment and the invoice will balance each other out on the account and leave a zero balance, however, they will both be unmatched and so remain outstanding.

You just need to remember when this invoice arrives to make a payment to the customer for 0 amount, pickup the payment on account and match it against the invoice.