If a sales order is marked as Prepay (this displays in header of the sales order and can be filtered on in the sales order and invoice lookups), the following rules will apply:

 

Invoicing Prepaid orders

  • Only one payment can be taken from Prima per prepaid order. 
  • Therefore, invoice lines will only appear in sales invoice ‘Avail Lines’ under the 'Company Profile' search option once ALL lines are dispatched on the order (unless tick bottom option which should NOT be used - if this is used, any additional lines will need to be invoiced but will not show the payment ref). 
  • Once the invoice is completed, the payment will automatically be taken
  • If you press the take payment button from the sales order or from the invoice before the invoice is completed, the full value of the current sales order will be taken from the card and you cannot take another payment for another invoice linked to this same order.
  • If you wish to remove an item from the sales order, you should do so before payment is taken otherwise a credit will need to be issued.

 

Payment Expiration

  • Prima can only take the payment for prepaid orders up to 7 days after the order was placed unless you set the system key in Admin to Y (System Keys>External Order System Keys>Automatically try a forced payment when pre-authorization for card has expired)
  • If you set the system key to N and wish to take payment for an order after the 7-day window, please log into your payment terminal and take the payment directly from here (usually allowed up to 30 days)
  • Once the payment has expired, the Externally Paid Status will show 'Failed' and you will need to change this to 'No'(or Yes if you have manually taken the payment separately) in order for you to be able to post the invoice to QuickBooks.

 

Back orders/Amendments

  • If an item is going to be on back order for over 30 days, this item should be removed from the sales order so the rest of the order can be paid, and the back-order item placed on a separate sales order to invoice when it comes in
  • Once an invoice is created for a prepay order, you will not be able to add more lines to this invoice. Any lines on the sales order that are not on the invoice will need to go onto a new separate invoice (and another payment would have to be taken manually for the additional invoice)
  • You can delete items off the sales order and the invoice until the payment is taken and the customer won’t be charged for these items
  • You can NOT add any extra lines to the sales invoice once created. If the invoice was created incorrectly, remove all lines, and create again
  • If you delete a line all the way off AFTER payment is taken, the sales order will generate a sales credit as the payment has been taken

 

Automation

  • Prima will not let you complete a prepay invoice until the payment has been taken (but we can set a system key to auto take the payment once all lines have been delivered – please ask us if you would like us to set this) 
  • We can also set your database to auto complete other non-prepay outstanding invoices once all lines have been delivered (please let us know if you would like us to set this)

 

Payment Status

  • Once payment is taken, it will mark the sales order and invoice as externally paid (Y) 
  • The Sales Invoice lookup grid will show ‘Part Paid’ if not all items on invoice or ‘Paid’ if full payment has been taken  (but this status actually comes back from QuickBooks regardless of the payment method)