Paying a different amount than the invoice

@Dovid Lando Set up a prepaid postage account in your GL and book the advance payments there. You will need to do a journal entry to move what is actually used.

@Dovid Lando We find this challenging as well, usually when paying a deposit or an early payment on a staff credit card before the invoices have been entered. We have found a workaround but it's onerous, I wish there was a simpler way to do it.

First, we enter a ‘fake’ invoice - we use an internal form as source documentation to enter an invoice and use an expense account we created for this purpose. We should probably use a prepaid expenses account but you'll see that the expense is offset in the next step. We confirm that this account has a zero balance at the end of every month.

Then we enter a credit note to offset the invoice above but don't apply it any invoices.

Next, we issue a payment for the invoice - either a cheque or record a PAD for online payments.

Finally, we apply the credit note to the ‘real’ invoices when they are entered. We enter the actual purchase invoice, apply the credit note, and then pay the balance.

This is something that we have to do on a regular basis. Our staff credit cards don't have high credit limits (intentionally) so if they have a month where they are making more purchases than normal, we make extra payments to clear up their limit. Often their purchases haven't been entered yet so this is the process BB suggested. It works but it's definitely more work!

@Dovid Lando Yes, we apply credit notes a few different ways.

• Apply the full amount of a credit note to a portion of an invoice, then make a payment for the balance.
• Apply the full amount of a credit note to an invoice of the same amount which ‘pays’ off the invoice.
• Apply the credit note to several smaller invoices, clearing the full amount of the invoices.