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Purchase orders, bills & inventory: Bills

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Bills to Pay - Ability to create/add Prepayment to Batch payment

Currently Prepayments can only be posted directly to the bank line and so the actual payment must be processed manually in your online banking. We use Batch Processing for our supplier payments, so being able to add it to Accounts Payable instead would make things a lot easier for this saving both time and the risk of a mis-type for bank details. I appreciate this means both sides of a transaction would be in Accounts Payable (for a short while) but it would only be until the Batch Payment process has selected the relevant invoices for payment. This would also help greatly with Pro-Forma invoices received.

Once the invoice is received would be applied against the pre-payment as per normal.

Either that or find a way for Approval Max to do this (Pro-Forma/Prepayment option) so audit trails can still be followed for both the payment and invoice.

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Will Phillips shared this idea  ·   ·  Report…  ·  Admin →
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Gaining Support  ·  AdminDavina Roper (Admin, Xero) responded  · 

Thanks for clarifying this for us Will, that context is really helpful.

I understand the main ask is to have the option to record prepayments either directly to the bank line, as they are today, or to Accounts Payable so they can be included in a batch payment run. I can also see how this would help in all three of the scenarios you mentioned: supplier payments processed through batch payments, pro-forma invoices, and keeping the audit trail visible when the final invoice goes through ApprovalMax.

I appreciate you taking the time to explain the current workflow and why it’s creating extra work, especially needing to manage two separate payment runs.

We’ll move this idea to Gaining Support so we can gauge community interest and better understand how many customers would benefit from this workflow.


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  • Will Phillips commented  ·   ·  Report

    Hi Davina,

    All 3 instances to be honest. This would also save us from having to run 2 payment runs, 1 through Batch payment and 1 entered directly onto the bank (for the Pro-forma/prepayment).Then when the invoice does actually arrive it can go through Approval Max as normal to drop into the Accounts payable against the credit from the Prepayment.

    Are you able to give it the option as a drop down to either post directly to the bank or Accounts Payable?

    Thanks

    Will