Prepayment ledger

The prepayment ledger shows the original and remaining prepayment amounts, linked documents, currency, and complete settlement history.

❓ Introduction

Use the ledger to review each posted prepayment and its settlements in one place. This makes it easier to reconcile document amounts and currencies.

🔍 How the ledger works

Posting a prepayment creates an initial ledger entry and detailed entries. Posting a sales invoice or credit memo records each settlement and updates the remaining amount.

🚀 How to enable the module

The ledger is available after you configure and post a prepayment invoice. See Configuration for the required settings.

📈 Prepayment ledger entries

On the Prepayment Ledger Entries list, you can find, among others:

Field	Meaning
Order No.	Sales order number.
Posted Prepayment Invoice No.	Posted prepayment invoice number. Selecting it opens the document.
Bill-to Customer No.	Bill-to customer number.
Posting Date and Document Date	Posting and document dates.
Amount and Amount Including VAT	Original net and gross amounts.
Remaining Amount and Remaining Amount Including VAT	Net and gross amounts remaining to settle.
Currency Code, Currency Factor	Currency and rate used in the document.
Remaining Amount from Related Cust. Ledger Entry	Remaining amount from the linked customer ledger entry.

The order number opens the order or its latest archived version. The invoice number opens the posted document, and the customer ledger entry amount opens the linked receivable.

🧾 Detailed prepayment ledger entries

The Detailed Prepayment Ledger Entries page shows the initial entry and entries created by a posted sales invoice or credit memo.

The page displays, among other things, entry number, parent entry number, order number, prepayment invoice number, document type and number, entry type, bill-to customer, currency, rate, and net and gross amounts.

💱 Currencies and exchange-rate differences

The product records the currency factor and rate from the document. When settling an invoice or correction, it compares the rate stored with the prepayment to the final-document rate and posts the difference to the standard currency gain or loss account. For details, see 💱 Exchange-rate differences.

In the detailed history, the difference is visible as a system-operation entry linked to the settling document. The ledger also retains the currency, rate, net amount, and gross amount, helping reconcile document values.

🛡️ Protecting linked data

After creating or posting a prepayment, the product can block adding or deleting a line, or changing the bill-to customer, number, currency, or VAT group, if the change would break the existing prepayment coverage. When protection is enabled, you cannot delete an order with an unsettled prepayment.

🔗 ITI integration

The product copies the ITI sales document numbering template code from the order. It marks invoices and settlement lines as prepayment documents and completes the ITI Get Sales Invoice Lines page when the currency and Prices Including VAT setting match the target document.

This keeps prepayment invoices and settlements recognizable by standard Business Central fields and Polish-localization processes, including corrections and ITI document processing.