Cash Prepayment

In Nimble AMS, you can receive cash prepayments from constituents to later apply to orders. In addition, pending refunds on orders may be applied to a prepayment payables GL account as a credit refund, which allows you to apply a refund from one order to another. The cash prepayments and credit refunds are recorded against a prepayment payable GL account that you set up.


Staff can create cash prepayments received from constituents and later apply the cash prepayments to orders. 

When you create a cash prepayment, the following occurs:

  • A new payment record is created with the Available Credit Balance equal to the amount of the cash prepayment and with the Is Credit selected.
  • Two new transactions are created—one liability transaction for the prepayment payable and one payment transaction for the payment received.
  • The Credit Balance on the constituent's account is increased by the amount of the cash prepayment. The Credit Balance is the total available prepayments for an account. The Credit Balance increases when cash prepayments are entered and decreases when cash prepayments are applied to orders or are refunded.

When you apply a cash prepayment to an order, the following occurs:

  • A new payment line record is created and linked to the prepayment's payment record.
  • The Available Credit Balance on the payment is reduced by the amount applied to the order.
  • New transactions are created. The debit side is a liability transaction reducing the prepayment payable. The credit side is a combination of transactions to reduce accounts receivable if the order was previously submitted and is now being paid; or one or more transactions crediting the revenue for the products purchased on the order.
  • The Credit Balance on the constituent's account is decreased by the amount applied to the order.

Refunding a Cash Prepayment

Constituents who have provided cash prepayments may later request that the cash prepayments be refunded. To refund a cash prepayment, in part or in the full, staff can enter a refund from the Cash Prepayment tab.

To preserve the financial audit trail, cash prepayments cannot be edited or deleted once entered. Instead, staff enters a refund from the Cash Prepayment page to reverse the cash prepayment fully or partially, as needed. Also, once a cash prepayment has been fully applied, it can no longer be refunded.

Multi-Entity Support

Staff may enter cash prepayments for your default entityonly. However, cash prepayments can be used fororders that contain products from another entity and the necessary inter-entity transactions are automatically generated. The requirements for this multi-entity support are:

  • You must first set up an entity crossover between your default entity and the secondary entity. 
  • The order is entered using a batch from your default entity and contains a product from the secondary entity. Learn more.

Credit Refunds

Your association may wish to avoid processing refunds or may offer constituents the ability to keep pending refunds "held on account" for future orders as a convenience. By using credit refunds, staff can transfer a pending refund from the accounts receivable GL account to the prepayment payable GL account. The credit refunds can then be applied later to open orders.

Your credit refunds are tracked the same way as cash prepayments—a payment record will be created that has an Available Credit Balance and Is Credit is selected. The constituent's Credit Balance on their account also increases to reflect the credit refund. 

Things to Keep in Mind

  • Your cash prepaymentscan only be entered for your default entity.
  • Prepayments in the form of cash or checks are currently supported. Prepayments from credit cards are not supported.
  • A constituent's cash prepayments and credit refundscan only be applied to orders for that constituent. They cannot be used to pay the orders for another account.
  • Cash Prepayment is supported in Staff View, and not in Community Hub. Constituents cannot enter cash prepayments in Community Hub or use their available Credit Balance to pay orders they enter using Community Hub. However, administrators can configure Community Hub to display prepayment-related information for read-only viewing, such as an account's Credit Balance.

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