How To: Part-pay for a Purchase Order

Table Of Contents

You can record a part payment against a Purchase Order when a supplier requires a deposit before goods are supplied. This allows you to track the amount already paid and the outstanding balance within Khaos Control.

When a Purchase Order is marked as pre-paid, Khaos Control automatically creates a Purchase Invoice for the transaction.

Create a Part-Paid Purchase Order

Open a Purchase Order screen (show me how).
Press Ctrl + N or click the New button to create a new Purchase Order.
Use the available filters to locate the required supplier.
Double-click the supplier to create the Purchase Order.
Add the required stock items:
1. Press F3 or click the Add button.
2. Use the filters to locate the required stock item.
3. Double-click the stock item to add it to the order.
4. Update the Qty and Unit Price if required.
5. Repeat until all items have been added to the Purchase Order.
Tick the Pre Paid checkbox.
Note: Selecting Pre Paid automatically selects the Create Purchase Invoice checkbox.
Enter the amount already paid in the Amount Pre Paid field.
Open the [ Delivery Address ] tab.
Review the delivery address and update it if required.
Press Ctrl + S or click the Save button.
The pre-paid amount will now be reflected in the supplier's statement.
Press Ctrl + P or click the Print button to print the Purchase Order if required.

Additional Information

Amount Pre Paid

The Amount Pre Paid field can only be edited when the Amount Locked checkbox is not selected.

Part-Payment Warnings

If the Pre Paid checkbox is selected and the Amount Pre Paid is less than the Purchase Order's Gross Total, Khaos Control displays a warning indicating that the invoice is only partially paid.

Changes to the Purchase Order Value

If the value of the Purchase Order changes after items have been added:

Khaos Control may automatically update the Amount Pre Paid to match the new Gross Total if:
- Pre Paid is selected.
- Amount Locked is not selected.
- The existing pre-paid amount matched the previous Gross Total.
If you have manually entered a different pre-paid amount, Khaos Control will not automatically change it, regardless of the checkbox settings.

Payment Limits

The Amount Pre Paid value:

Cannot be less than £0.00.
Cannot exceed the Gross Total of the Purchase Order.