A Vendor Prepaid Deposit, if created and processed correctly, is designed/intended to automatically generate a pop-up message that will ask whether you'd like to apply the Prepaid Deposit Voucher toward the remaining balance for the Purchase Order when processing the final Payable Voucher.  

Processing a Payable Voucher for the final bill from the vendor, regardless of what percentage (even if 100%) has been paid already via Prepaid Deposits, is a crucial step that must take place for two reasons:  

1.  The process of locating the PO and verifying the material before Accepting the AP is what codes the costs behind the inventory record itself, thus pushing those costs to any Job(s) the material may be allocated to.

2.  The application of the Prepaid Deposits against the final Payable Voucher is the event that moves the funds from the Prepaid Deposits GL to the default Purchases GL.

However, for multiple reasons you may not get the automatic prompt when accepting the Payable used to cost verify the material. You may also want to apply only a portion of the prepaid deposit amount the cost verification Payable and in both these situations you would need to do so manually. 

1.  Locate the PO in the AP module.  Only one Payable Voucher will likely be found if the tie between the Prepaid Deposit Voucher and the main Payable Voucher is broken, and it will most likely be the Prepaid Deposit Payable.

2. Create a new Payable, locate the PO, enter the Posting Date, Invoice Date, Bill Amount, etc. 

If this is the final bill for the material, you'll want the bill amount to be the FULL value of what will have been paid for it.

3. Locate the PO/Inventory and verify the material as usual.  Verify the full amount that has been paid for this material, freight, etc., so that all costs associated with the PO are correctly Verified against the Inventory record(s).

4.  Accept the Payable.

5. Determine how much of the total Verified bill amount was previously paid on the Prepaid Deposit. Click Quick Pay on the newly created Payable.  Put the amount that you've determined was paid as a Prepaid Deposit in the Applied Amount field.  

6. Click into the Payment Accounts field and select your Vendor Prepaid Deposits GL Account. This will need to be the same GL account that was on the Prepaid Deposit Payable.

(Prerequisite:  for any GL Account to appear in this drop-down, it must be categorized as a "Payment Account" in Admin>Ledger Accounts)

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