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1. Open a new Payments record.
2. Complete the Person and Company fields to identify who has submitted the advanced payment.
3. Click the Details tab and enter information about the payment received.
   • Select the applicable Payment Type and complete the corresponding fields, including Currency Type and payment details.
   • The selected Payment Type should have a Generate Credit Memo Product specified. See Linking a Prepaid Deposit Product to a Payment Type for details.
     
     
4. Return to the Payment Lines tab and click the New button to open a new Payment Lines record.
   
    
5. Select New Order from the options in the Applies To drop-down list.
6. Enter the amount of the advanced payment in the Amount field.
   • This amount is expressed in the currency specified on the Payments record's Details tab.
7. Click OK to save the payment line and return to the Payments form.
   • The Payment Amount is updated to match the amount specified in the payment line.
     
     
8. Save the Payments record.

• • The system automatically generates and marks as shipped a credit memo that can be applied to future orders. The Order ID for this credit memo appears in the Order column of the payment line. Also, the Applies To value changes from New Order to Entire Order.
  • See "Credit Memo" on page 121 for information on how to use the Credit Memo payment type and apply credit memos to other orders.
    
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  • The generate credit memo has a credit balance in the amount of the advance payment.
    
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This process involves first creating an order with a total and a balance of zero. Next, the payment is applied against this zero-balance order. Applying the payment against the zero balance order causes the order balance to become negative, generating a credit memo that can then be used to pay for future purchases.

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1. In the Lines area of the Orders form, enter the Prepaid Deposit product in the Find -Product field.
2. Enter 1 in the Quantity field.
3. Click Add to add an order line to the form.
4. Verify that the price is zero, and that both the Order Total and Balance Due fields are zero. Prepaid Deposit Order Image Removed 
   
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5. Click the Payment tab.
6. Select Purchase Order as the Payment Type.
7. Enter N/A in the PO # field. Specify Initial Payment of PO Image Removed 
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8. Save the order.
9. Ship the order, if the system did not ship it automatically.
10. Click the Payment > Payments for Orders sub-tab.
11. Click the New icon in the toolbar to open a new Payments record.
12. Click OK when prompted that the current balance for the order is $0.00.
    • The Payments record opens and the fields in the top area are already filled out with information from the current order. Also, Aptify automatically created a $0.00 payment line since the order has no outstanding balance.

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2. In the Payment Lines tab, double-click the entry that was automatically generated by Aptify to open the corresponding Payment Lines record.
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3. Change the Amount field from 0.00 to the amount of the Prepaid Deposit. Modify -Payment Line Image Removed 
4. Click OK.
5. Click the Details tab.
6. Select the Payment Type associated with the means of payment received for the Prepaid Deposit. Then, enter any other necessary information about the payment. Selecting -Payment Type Image Removed
   
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7. Save the Payments record.
8. Return to the Prepaid Deposit order.
   • It now has a negative balance equal to the amount of the payment, as illustrated in the figure below.
9. Save and close the order.
10. Click No if the system asks you if you want to modify the payment to pay the order in full.RTF36353938353a204361707469RTF36353938353a204361707469 Complete -Prepaid Deposit Order Image Removed
    • The order can be used as a credit memo to pay for future purchases. See "Credit Memo" on page 121 for information on how to use the Credit Memo payment type and apply credit memos to other orders.
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