Prepayment Entry Detail

Prepayment Entry Detail Window

When you are viewing an existing prepayment affidavit, the Prepayment Entry detail window will list all the standard information (Client, Product, Estimate etc). It will also contain the following affidavit specific information:
 

Affidavit Number	The number assigned to the selected affidavit.
Affidavit  Amount	The amount of the selected affidavit.
Affidavit Type	The type of affidavit.
	P    Prepayment affidavit   PC  Prepayment credit affidavit   PR  Prepayment credit affidavit, or a portion, that has been converted into a cash          receipt.
Affidavit Status	The status of the affidavit.
	_   (Blank)  The affidavit is not cleared.   C / Cleared  The affidavit is cleared for payment.
Paid Date	Only displays if the affidavit has been paid. For a prepayment affidavit, this is the date of the check. For a prepayment credit affidavit, this is the date that it was linked to an actual affidavit or the date that it was converted to a cash receipt.
Prepayment Credit Affidavit Number	Only displays if the Affidavit Type field is P. Displays the number for the credit affidavit that offsets this prepaid affidavit.
Cash Receipt Affidavit Number	Only displays if the Affidavit Type field is P and the credit affidavit has been converted to a cash receipt. Displays the number for the credit affidavit that offsets this prepaid affidavit.
Prepayment Affidavit Number	Only displays if the Affidavit Type field is PC or PR. Displays the number for the prepayment affidavit to which this credit affidavit applies.
Linked Affidavit Number	Only displays if the Affidavit Type field is PC or PR and a linked affidavit has been cleared for payment. Displays the number for the actual affidavit to which this credit affidavit has been applied.

1. 1. If the Prepayment Affidavit has not been paid, you can Delete the affidavit.

      • A Delete icon will appear at the top of the Prepayment Entry detail screen if the Prepayment Affidavit has not been paid.

      • When you click the Delete icon, you'll see a confirmation dialog box and can click OK to delete both the prepayment affidavit and the related credit affidavit.

       

   2. If the Affidavit type is PC, the Prepayment Affidavit has been paid, and the credit has not been paid (applied on a check), you can convert the affidavit to a Cash Receipt.

      • A <Convert to Cash Receipt> button will appear at the top of the Prepayment Entry detail screen if the Affidavit type is PC, the Prepayment Affidavit has been paid, and the credit has not been paid.

      • You can convert all or part of the prepayment credit to a cash receipt

      • When you click the <Convert to Cash Receipt> button, two new fields are added to  the Prepayment Entry detail screen:

      • • Cash Receipt Amount: Type in the amount of the prepayment credit that is being converted to a cash receipt.

        • Cash Receipt Affidavit Number: If the Cash Receipt Amount is a number less than the total prepayment credit, type an affidavit number for the cash receipt.

      • You must type a comment in the Comments text box.

      • Click the Save icon.

   3. You can enter or edit comments in the Comments text box.

Prepayment Entry Detail Window

When you are creating a new prepayment affidavit, you can:

1. 1. Key the Credit Affidavit Number for this prepayment. (This number must be different from the Affidavit Number.)

   2. Key the Affidavit Amount to be prepaid for this activity.

   3. Select a Cost Qualifier from the drop down list: Your choices are Gross, Net, or Free of Commission.

   4. Type a description of the prepayment affidavit in the Comments text box.

   5. Click the Save icon. When you do, you'll return to the Prepayment Entry screen.

* If you're using the Central Pay feature in the Broadcast application and want confirmation that the prepayment   
 affidavit was recorded in the General Ledger, you can click the <G/L Report> button.