Overview
Receive Prepayment is used when the customer gives money before the final invoice or full settlement process is complete. QBM records the amount so it can later be reviewed and applied as customer credit where appropriate.
Main purposeRecord money received in advance from a customer.
Works withCustomer credits, later invoices, and payment review.
Business valueClear tracking of deposits, advances, and unused customer credit.
Where To Find It
Common Paths: Customers > Receive Prepayment and Customers > Customer Credit List
The public QBM screen names commonly appear as Receive Prepayment and Customer Credit List.
When To Use Prepayment
Use this screen when the business receives money before the final invoice or before the amount is ready to be matched to a normal customer payment flow.
| Use Receive Prepayment | Use Another Screen Instead |
|---|---|
| Advance deposit, booking deposit, early customer payment before the invoice is ready, or controlled customer credit creation. | Normal invoice settlement that should go through the regular receive payment process. |
Prepayment Screen Fields
| Field Or Option | What It Means |
|---|---|
| Number | The prepayment transaction number. |
| Date | The date the prepayment is recorded. |
| Customer | The customer giving the advance payment. |
| Amount | The prepayment amount received from the customer. |
| Reference | An external or internal reference such as booking number, deposit reference, or note. |
| Location | The location linked to the prepayment where location control is used. |
| Job | The project or job linked to the prepayment when job costing is relevant. |
| A/R Account | The receivable account context linked to the customer or transaction. |
| Payment Details | The practical payment information such as method-related detail used to record how the money was received. |
| Undeposited Funds | Use when the money is received but has not yet been deposited into a final bank or cash account. |
| Deposit To | Use when the money should be posted directly to a selected account. |
| Deposit Account | The selected current asset or deposit destination when direct deposit handling is used. |
| Currency | The transaction currency where currency selection is relevant. |
| Description | An internal explanation of what the prepayment is for. |
| Print After Saving | Prints the transaction after it is saved. |
| Print Description | Controls whether the description should be included in printed output where that option is available. |
Customer Credit Review
The Customer Credit List helps users review customer credit activity. In practical use, the screen helps separate available or unused credit from credit that has already been applied.
- Review the customer first to make sure you are looking at the correct credit history.
- Use the credit view to understand what remains available and what has already been used.
- This is helpful before applying credits or answering support questions from finance or sales users.
Recommended Workflow
- Open Receive Prepayment and select the correct customer.
- Enter the date, amount, reference, and any location or job detail that applies.
- Choose whether the money should remain in Undeposited Funds or go directly to a selected deposit account.
- Enter the payment details and add a clear description.
- Save the prepayment and print it if your process requires printed evidence.
- Open the Customer Credit List later when you need to review available credit or already applied credit activity.
Best Practice
Best practice: Use clear references and descriptions for prepayments so later staff can quickly understand why the customer credit exists.
Important: Choose carefully between Undeposited Funds and direct deposit. That decision affects how the money is tracked in later banking work.
- Review the customer first so the credit is not recorded against the wrong record.
- Keep prepayment handling aligned with the normal company process for deposits and advances.
- Use the customer credit review screen before answering customer balance questions.