Supplier Advance & Order Settlement

Keep supplier advances connected to the orders they are intended to fund. This application is designed to explain how delivery and invoice activity reduce an advance and which balances still require goods, services or another settlement.

Best suited to

Businesses paying deposits or advances to suppliers.

What you can manage

• Record advances issued against the relevant supplier order.
• Track deliveries associated with the prepaid purchase.
• Apply reviewed advances against the corresponding purchase invoices.
• Distinguish settled amounts from advances still awaiting application.
• Review the supplier advance balance remaining after settlement.

A practical workflow

Register the advance and update the order as deliveries arrive. Review invoice applications against the original prepayment, then investigate balances that remain open after the expected purchase has been completed.

Why this workflow matters

Payment preparation is easier to review when the obligation, approval and planned settlement are distinguishable. The business can examine what is due, what has been agreed and what remains open before making a cash decision. This provides a documented starting point for subsequent accounting and payment reconciliation.

Working with your records

Review the supplier agreement and supporting transaction records before accepting a payable or adjustment. Confirm the relevant dates, amounts and approval decision as part of that review. Any bank payment, refund or supplier settlement is executed separately through the business's authorised payment arrangements, rather than by this recordkeeping workflow.

Licence

12-month software licence purchased with a one-time payment. The purchase covers the stated licence term and does not create an automatically renewing subscription.