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Improve Prepayments Feature on Purchase Orders

  • It should be possible to do an AP Payment with an unapplied amount. This will make it possible to quickly create prepayment for PO without needing to create a prepayment document  
  • It should be possible to do more than one payment on a PO
  • It should be possible to link open payments (payments that have an open, unapplied balance) to an existing PO
  • Gabriel Michaud
  • Feb 19 2015
  • Shipped
  • Attach files
  • Joel McDonnell commented
    February 19, 2015 20:58

    The bullets above are consistent with a clients request(s).

    A few other thoughts include:

    • When an AP Bill is generated from a PO Receipt where the lines related PO has Prepayment(s) we  should auto-apply/match the AP Bill with its related AP Payment(s).
    • Visibility/drill-down from PO's, Payments and Related Bills need to be in place so that how a PO (and its related Bills) have been settled as well as how a prepayment has been applied (to Bill and/or to open PO's) are quickly apparent.
    • On your last bullet - the open payments "unapplied" balance.  The Payment needs be applied to related PO's until the source PO is completed or cancelled.  I am guessing that your point would address the situations where a vendor short ships on a PO and part of a prepayment is then unapplied and available for use against future PO's or AP Bills.  (While a vendor refund the money - that is not usually the case.)

    I have a site that need the tracking down to the line item on a PO.  I would be curious if others are seeing that requirement as well.

  • John Gabrys commented
    February 20, 2015 19:43

    We are seeing more companies being forced to pay for things in advance of shipments as there is less confidence any more in a company's reputation.  This forces the handling of prepayments to be a more flexible and easier adapting situation.  I agree with all these points.  We need this functionality.

  • Eric Ratté commented
    February 27, 2015 14:40

    Creating a payment with an unapplied amount will insert a security issue since AP Bills have to be approved before they can be paid. This has to be addressed if this change is done to the system.

  • Tim Rodman commented
    April 16, 2015 16:38

    My company isn't using Acumatica, but we had our Sage 500 VAR do a customization for this exact scenario. Some of our vendors require prepayments in certain situations and we needed a way to track what POs an AP Payment was for. Sage 500 allows you do to unapplied AP Payments out of the box, it just doesn't allow you to associate it to a PO.


    This really is really the same thing as the SO deposit feature and I would expect both features to function similarly.


    As for tracking at the PO Line level, I wonder if that's appropriate for a midmarket ERP package since it would introduce complexity for many companies that don't need it. Maybe better to handle with a customization? Also, if it was at the PO Line level, I would expect to be able to apply AP Payments to AP Bills at the line level and AR Payments to AR Invoices at the line level for the same of consistency.

  • Guest commented
    April 20, 2015 06:26

    Small issue - when generating a prepayment - you are actually generating a Pro Forma Invoice for the AP department to then pay through the normal payment process. I find the type PREPAYMENT very misleading and would prefer Proforma. 

  • Guest commented
    November 20, 2015 19:21

    Let me add to this (even though it's planned).  When generating a Prepayment from the PO, it is unnecessary to add all of the detail lines to the Prepayment Bill as the prepayment should be agnostic to items on the PO.   We should simply be able to generate a check that is classified as a PO.

  • Gregg Mercede commented
    November 30, 2015 20:14

    You should be able to create a payment and apply to existing PO's.  Load PO documents for example.  Customers get COD's from vendors for multiple PO's.  Not only does the payment need to be written and applied, but by being able to select multiple PO's it helps the user validate the COD amount the delivery person is requesting.

  • Gregg Mercede commented
    January 14, 2019 00:20

    Beep Beep.  This item is way too old.  Very difficult to manage prepayments against PO's at the moment

  • Ellie commented
    March 29, 2019 17:11

    Is this actually planned?

    We currently have no way to handle multiple payments which is a very common scenario.



  • Sruly commented
    March 31, 2019 15:21

    Please open/enable multiple payment function against open POs

  • Douglas Johnson commented
    June 17, 2019 21:30

    Acumatica Community: Join us on Thursday, June 27 @ 9am PDT / 12pm EDT for a meeting to learn about and influence plans to improve purchase order prepayments. This online session will include a demonstration of the upcoming 2019 R2 feature.

    Register at: 

  • Douglas Johnson commented
    September 25, 2019 13:32

    This item is available in Acumatica 2019 R2.