How to handle prepaying suppliers?

Question asked by Richard Cooper 11 years ago

We have a supplier who operates on a pre-paid basis similar to a pay-as-you-go phone schemes.

We maintain a positive balance with the suppler. Each time they issue an invoice they will automatically take the money for that invoice from our balance. When our balance gets close to zero we will top-up our balance by paying them some money.

What's the best way to handle this sort of arrangement in Clearbooks? When I use the bank statement import tool or "Manage money" I cannot see anyway to pay money to a supplier without an associated bill. If I don't have an unpaid bill to allocate the payment to then the system automatically generates a bill for me which is not what I want.

3 Replies

Hello Richard,

You will be able to create an unallocated cash balance for the supplier. This will make a payment ID which can be put towards future bills for the supplier.

Please go to Purchases > Money out and then fill in the amount you have pre-paid. This will be attached to a supplier. When a bill is generated, go to the bill and click on the Allocate button found near the top of the bill pages. This will bring you back to the pre-payment balance.

You can always find your pre-paid amounts by going to Money > Bank Accounts > Unallocated Cash.

Try this on the demo account before so you can see how it works.

Regards,

Vanish

That looks like it works. Just to note that doing that adds a transaction to the chosen bank account. So I need to delete the related statement row when importing the bank account statement

Hello Richard,

Yes you will need to delete the bank import line as it will show up already on the system.

You may need to go back to it and just change the banking date if they are different at all.

Regards,

Vanish

Reply to this question

Attach images by dragging and dropping or upload
 

Your comments will be public and can be answered by anyone in the Clear Books community.

Find out what we do and who we are