Pay a supplier advance and apply it to a bill

Steps

1. Open MAJA Books and click Purchase in the left menu, then Payments Made.
2. Click Record Payment.
3. Click Advance Payment at the top. The title changes to Record Advance Payment and the number to Advance #.
4. Choose the Vendor.
5. Set Payment Date and Payment Mode.
6. Choose the Reference Type: Import Order, Purchase Order, Machinery Purchase, Security Deposit, General Advance or Other.
7. Type the Purpose / Reference (for example the import order number).
8. Under Amount, choose the currency (and exchange rate for a foreign currency), the Paid From (Bank/Cash Account) and the Amount Paid (AED).
9. Check the preview — it reads Dr. Vendor Advance (1305) — and click Record Payment.

Apply the advance when the bill arrives

1. Open the vendor's bill under Purchase → Bills.
2. Click Apply Advance.
3. In Credit Source, choose the advance, check Amount to apply, and click Apply.

What MAJA does for you

• The advance is posted as an asset (Vendor Advances / Prepayments), not as an expense, and listed under Payments Made.
• Applying it reduces the bill's balance; the application is listed on the bill and can be un-applied.

Good to know

• Paying the advance by cheque with Paid From set to Cheques issued — not yet presented records it in the Post-Dated Cheques register as a cheque issued to the vendor on account, not as a Vendor Advance. Choosing Cheque with a real bank account is refused.
• An overpayment on an ordinary bill payment also ends up as a vendor advance and can be applied the same way.