How to make an advance payment to a supplier from a current account

Payment Allocation: How to Correctly Link a Payment to a Supplier If the Accountant Paid the Prepayment from a Bank Account Rather Than in Cash from the Register?

To correctly reflect a supplier prepayment from a bank account and link it to a specific delivery in Torgsoft, you need to complete the procedure in two stages: first, record the fact of payment itself (since the goods have not yet arrived), and then, when receiving the goods, link this payment to the goods receipt invoice.

Here is the detailed step-by-step algorithm:

Stage 1. Recording the Prepayment from the Bank Account 

Since the payment was made before receiving the goods, it must be entered as an "unlinked" payment to the supplier's balance.

1. Go to the main menu item Payment — Partner Balances.

2. In the Partnership Type filter, select Supplier and find the required counterparty.

3. Select the supplier and click the Show Payments button.

4. In the window that opens, click Add Payment and select Payment to Supplier.

5. In the Payment form, be sure to set the switch to Bank Account (instead of "Cash Register" or "Personal Funds") and select from the list the bank account from which the accountant made the payment.

6. Enter the prepayment amount, check the currency, and click the Save button. After that, the program will record that you transferred funds to the supplier from your bank account, and your debt to them will decrease (or the supplier will owe you this amount until the goods are shipped).

Stage 2. Receiving the Goods and Linking the Prepayment to the Invoice 

When the goods from the supplier actually arrive at the warehouse, you need to link the previously recorded funds to the new document.

1. Go to Document — Goods Receipt and create a new goods receipt invoice.

2. Specify the same supplier to whom you made the prepayment and add the received goods to the invoice.

3. On the toolbar (on the left), click the Link Payment to Invoice button (the same can be done for a previously created goods receipt invoice in the Goods Receipt Invoice Register form — the Link Payment to Invoice button).

4. The Unlinked Payments window will open, where a list of all unlinked payments for the supplier specified in the goods receipt invoice will be displayed. There you will see your prepayment from the bank account.

5. Select this payment. The payment amount will be automatically linked to the current goods receipt invoice.

This way, you will preserve correct financial accounting: the money will be written off specifically from the bank account (rather than from the store cash register), and the invoice will be considered paid. If the prepayment amount covers only part of the invoice, the remaining debt will be recorded against this invoice.