View, Edit or Add a new Prepaid from Access Open Prepaids. Prepaids are customer deposits in any amount to be used to settle orders or batches. A Prepaid can be limited to certain items or services, be transferred to a customer’s Accounts Receivable account, or if unused, refunded in total. The PPD tab in Customer detail will list all open Prepaids for a customer. Reports for Prepaids can be found in the Prepaids and Bookings folder in the Reports menu.
| Functionality |
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Set defaults for Prepaids by navigating to Merchant Ag FIN and selecting all required Parameters found in Admin > Installation > Access Parameters > OE and in Options. The Current Location checkbox in Access Open Prepaids to view only Prepaids for the current Location will remain checked only if Restrict Prepaid Usage to Users Site Security found in Admin > Access Parameters >AR > Customers > General is NOT selected. |
| Access |
| Grant permission to User Profiles in Access User Profiles > select a User Profile > Security > Orders > Access Open Prepaids |
| Additional Access |
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Grant permission to change Item prices after settling the Prepaid by selecting a User Profile > Security > Orders > Change Prices After Settle Grant permission to select how the prepaid is used by adding permission for User Profile > Security > Orders > Change Limit Use to Items Grant permission to change the Usage Rate on Items by adding permission for User Profile > Security > Orders > Change Line Item Usage Rate. |
Learn about creating Line Item Usage Rates Prepaids here.
From the Search results grid, open a Prepaid by double clicking or to edit click 
.
Use 
to create a new Prepaid.
See Detail Open Prepaid for information on adding and editing a Prepaid.
Use the Transactions tab to add Items to the Prepaid.
Eligible Purchase Summaries can be used to settle transactions for any Item within the Purchase Summary.
Activities tabs of Orders, Batches and Direct Orders track the transactions the Prepaid was used to settle.
Use the Fuel tab to review any Fuel System transaction settled to Prepaid.
Settlements will outline all methods used to settle the Prepaid in additional amounts added to the Prepaid.
Any Prepaid Funding Class associated with the Prepaid is used for reporting.