Prepayment Entry

The Prepayment Entry option makes it possible to pay for activity before the spots actually run by allowing you to enter special prepayment affidavits. When you enter an affidavit using this option, two affidavits are actually created: a prepayment affidavit that is automatically cleared for payment, and a credit affidavit that can be applied to the actual affidavit.

After entering a prepayment affidavit, you can request a check for the repayment affidavit the same way that you would request payment for any other cleared affidavit.

When the actual affidavit is received from the station, enter and match it the same as for any other affidavit. When you clear affidavits in Affidavit Clearance, any prepayment credit affidavits for the same company/office, media, client, product, estimate, payee rep, station, band code, and broadcast month/year are cleared and linked to the actual affidavits being cleared. The next time a check is paid to the station, the credit is applied.

Keep in mind that if the station refunds any of the prepayment, you can convert all or part of the outstanding prepayment credit affidavit to a cash receipt.

To create or view a prepayment affidavit, select Affidavits | Prepayment Entry.

Prepayment Entry Window

You can then perform on of the following:

•    Select from a list of existing prepayment affidavits

  1. Click the <Inquiry> button.

     • If you key any fields on the Prompt Screen before clicking the <Inquiry> button, the list is limited to affidavits which meet those criteria.

  Prepayment Inquiry Selection Window

  

  2. Select an option button adjacent to a row in the Prepayment Inquiry Selection window.

  3. Click the Next icon.

  4. When you return to the Prompt Screen all the fields will be filled in except the Payee Rep field.

     • If a Payee Rep code was specified on the buy line, type that code in the Payee Rep field.

     • If the Payee Rep code was assigned on the station profile, leave the Payee Rep field blank.

  5. Click the Next icon to display the Prepayment Entry detail window.

•    Key information for a new prepayment affidavit

  1. Fill in the Media, Client, Product/Split, and Estimate codes.

  2. Key in the Station call letters and band code.

  3. Key in the Broadcast Month.

  4. If a Payee Rep code was specified on the buy line, type that code in the Payee Rep field.

     • If the Payee Rep code was assigned on the station profile, leave the Payee Rep field blank.

  5. Type the Affidavit Number for the prepayment affidavit.

  6. Click the Next icon to display the Prepayment Entry detail window.

   

Related Topics

• Affidavit Clearance