Overview
After posting the incoming invoice, you need to clear the payable debt from prepayments debt. It's often needed to discuss the proposed offset with the vendor's accountant.
At the beginning of the process, the debt records against new invoices are checked, the relevant AR/AP objects are identified.
Once the vendor invoice is posted, accounts payable are automatically offset against past outgoing prepayments to the vendor. Therefore, it is necessary to check these amounts first.
In addition, payable amounts can be manually offset against outstanding prepayment amounts.
As a result, vendor invoice amounts are offset against prepayments.
Video guide
Offset vendor invoice against prepayments flowchart
Paths
| Path | Purchasing → Purchasing → Vendor invoice |
|---|---|
| In-app link EN code |
e1cib/list/Document.VendorInvoice
|
| In-app link RU code |
e1cib/list/Документ.ПриобретениеТоваровУслуг
|
How to check debt amount of vendor invoices
1. Go to Purchasing, click Purchasing reports, then click Vendor AR/AP open items under Vendor AR/AP.
2. In the Vendor AR/AP open items report, click Settings.
3. In the Settings menu, specify period of vendor invoice registration dates.
4. In the Report data field, select the accounting currency kind.
5. Select Company, and click Close and generate.
6. Find a Vendor invoice, then check the corresponding figures in the Vendor payables column.
7. Identify the AR/AP object related to the invoice.
How to check automatic debt offset against prepayments
1. Open the Vendor invoice, then click the Reports → Fulfillment state.
2. In the Fulfillment state report, open the Payments reconciliation table, find the Move advance payment item, and check figures in the Actual column.
Note
The system offsets accounts payable and prepayments receivable automatically, within a single AR/AP object using, and according to the AR/AP object settings.
Advance payments cab be recorded with reference to: Contract, Order, Outgoing payment.
How to perform manual debt offset against prepayments
1. In the Vendor invoice, click the Main tab, then click Payment offset.
2. In the Offset payments for workplace, click the Open payments tab.
3. Notice automatic offset amounts in the bottom window.
4. Select an available item pending offset, then click Offset payment.
5. Check amounts of the proposed offset in the bottom window, click Offset.
How to perform debt offset with other prepayments
1. In the Invoice document, click the Main tab.
2. Click Payment offset.
3. In the Offset payments for workplace, click the Other prepayments tab.
4. Enable the By all counterparty contacts view mode.
5. Select an item and click Offset/transfer advance.
6. Review the Offset section below and correct the offset amount if necessary, click Offset.