Creating a Prepaid Payable

How to: Create a prepaid payable for credit card purchases or supplier deposits.

Environment: Comsense Enterprise

Procedure: Create a payable for the supplier purchase amount.

In this article:

  1. Accessing Payables
  2. Creating a New Payable
  3. Filling in the Payable Information

*Note: If you do not have a purchase order (P.O.) for your prepaid purchase, Create a Purchase Order and note the P.O. number before proceeding with these steps.

Before Creating a Prepaid Payable

Before creating a prepaid payable, you must Authorize the Supplier for Pre-payment and Note the purchase order number of your released purchase order.

Accessing Payable

Enterprise > Payables > Payable

Click image to enlarge
Enterprise left-hand navigation menu showing the location of payables.
Image 1: Enterprise Left-Hand Navigation Menu

Creating a New Payable

In the Payable window top toolbar:

  1. Click New
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Payable window; displays location to select new payable for purchase order.
Image 2: New Payable Drop-Down Menu
  1. Select For Purchase Order
    • The Find window will open
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Find window; displays search bar and purchase order selection.
Image 3: Find Window
  1. Search & Select purchase order
    • The purchase order will only open if the status is at Released
  2. Click Open
    • The Payable window will populate

You are now ready to fill in the payable information.

Filling in Payable Information

In the Payable window:

  1. Fill in the fields using Table 1
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Payable window; displays Invoice Number field, Invoice amount field, Balance to Disitrbute field, Invoice Date field, and Deposit field.
Image 4: Payable Fields

After filling in the Deposit Amount field:

  1. Press Tab
    • Deposit Changed window will open
  2. Click Yes
    • Balance To Distribute will update to 0.00
  3. Click the Save & Release icon
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Image 5: Save and Release

You now have a payable for the supplier purchase. After you receive the product, you need to Process the Prepaid Payable.

If the deposit is made by credit card do not include the amount from this payable when you Create a Payable For a Credit Card Statement Balance.

Table 1: Payable Details for Supplier Purchase
Payable Field Details
Invoice Number If there is no invoice number, use an obvious number e.g. the purchase order number
Invoice Amount The amount paid on the credit card for the supplier item(s)
Invoice Date Date of purchase
Deposit Amount The amount paid on the credit card for the supplier item(s)
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