A pre-payment amount for a job can be entered in the ‘Job Billing Details’ page in Abtrac.

This could be an initial deposit or an advance paid for a job.

This feature could also be useful in the event of an overpayment by a regular client for a job – the overpaid amount could be transferred to their next job as paid pre-payment amount.

Recording a Pre-Payment

From Clients, Contacts & Jobs >> Search Clients and Jobs >> click on the relevant job code to go into the Job Details Page >> click on the Job Billing Details tab

Enter the ‘Pre-Payment Amount’ and tick the ‘Pre-Payment Amount Paid’ tick box. Then click on the ‘Save Billing Details’ Button to save the details.

Job Billing Details

Now, when you try to generate an invoice for this job from Invoices >> Generate Invoices, the below message appears. You can then edit the invoice lines manually to account for this pre-payment.

Pre-Payment Amount paid message

Reporting the Pre-Payment Amount

Go to Reports >> Performance Reports >> click Timesheet Entries under the section Timesheet Entries

Timesheet Entries report filters

Select the dates and other criteria on the right and then click on any of the ‘Report Options’ to preview the Timesheet Entries Report.

This report shows the pre-payment amount for a job and its payment status along with the timesheet entries for that job.

Timesheet Entries Report

Abtrac KB# 2160