Prepayment Ledger

The Prepayment Ledger allows you to create and send payables to your accounting system before a transactional event (i.e worksheet) has occurred within the system. An example of when to use prepayments is for down payments.

On the inquiry, you have the ability to filter by Vendor, Date, and Department.

How to Create a Prepayment

  1. Navigate to the Prepayment Ledger (Accounting > Prepayment Ledger).
  2. Click New Prepayment
  3. Select the appropriate Department and Supplier/Vendor.
  4. Enter the Supplier/Vendor's Invoice # (could be a proforma invoice # or some other form of reference #), Invoice Date, and Payment Terms.
  5. Enter the Amount
  6. Once you're finished, click Post.

You're done! Once the prepayment is posted, a bill and credit will be sent over to your accounting system. You can use the bill to record the outgoing payment to the supplier, and the credit will stay until you receive the final invoice from them, at which point you can apply the credit to the bill. In this scenario, there are a total of three unique outcomes that may occur:

  • If the vendor's (final) invoice matches the original prepayment, then there will be no open balance.
  • If the vendor's (final) invoice is less than the prepayment, then you will be left with a supplier credit in your accounting system.
  • If the vendor's (final) invoice is more than the prepayment, then the remaining balance will be left on their account (within your accounting) for you to pay.

If needed, you can obtain a list of the vendor prepayments that have been processed through cieTrade from the Prepayment Ledger.


If you have additional questions, please contact the Support Team via email to support@cietrade.net.

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