Manage a vendor prepayment

The actions available on a vendor prepayment depend on its status and your approval access. Open the draft vendor prepayment.

Before you begin

You need an existing vendor prepayment. The status of the prepayment and your approval access determine which actions are available. See Create a vendor prepayment.

Submit a draft

  1. Open the draft vendor prepayment.

  2. Select Submit.

If approval is required, the status changes to Pending approval. Otherwise, the prepayment posts and changes to Paid.

Approve or reject a prepayment

  1. Open a pending-approval prepayment.

  2. Select Approve or Reject.

An approved prepayment posts to the general ledger. A rejected prepayment does not post. When available, Withdraw approval returns a submitted prepayment to an editable state.

You can also select eligible rows on the Vendor prepayments list and use the bulk Submit, Approve, or Reject action.

Edit or delete a vendor prepayment

Open the vendor prepayment and select Edit to change fields that are editable in its current status.

Select Delete only when the action is available. A vendor prepayment cannot be deleted while it has an active approval.

Create a PDF or send a vendor prepayment by email

Open the vendor prepayment and select More actions > Create PDF to generate a PDF of the prepayment.

For an approved vendor prepayment, or a prepayment for which approval was skipped, select More actions > Send by email. Review the recipients, subject, message, and attachment before sending the email. QuickStart closes the drawer, sends the email in the background, and displays a notification with the result. The email action is not available for a prepayment that has not been approved.

Void a vendor prepayment

  1. Open the paid vendor prepayment.

  2. Select More actions > Void.

  3. Confirm the action.

Voiding reverses the prepayment’s posting. If the prepayment was applied, QuickStart also voids its related applications and restores the affected vendor bill balances.