Vendor Prepayment API

Record prepayments made to vendors before receiving bills.

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Endpoints

Method	Endpoint	Description
GET	/record/v1/vendorPrepayment	List vendor prepayments
GET	/record/v1/vendorPrepayment/{id}	Get specific prepayment
POST	/record/v1/vendorPrepayment	Create prepayment
PATCH	/record/v1/vendorPrepayment/{id}	Update prepayment
DELETE	/record/v1/vendorPrepayment/{id}	Delete prepayment

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Key Fields

Field	Type	Description	Required
id	string	Internal ID	-
tranId	string	Prepayment number	Auto-generated
entity	object	Vendor	Yes
tranDate	string	Prepayment date	Yes
account	object	Bank account	Yes
balance	number	Prepayment amount	Yes
unapplied	number	Unapplied balance (read-only)	-
applied	number	Applied amount (read-only)	-
subsidiary	object	Subsidiary	Yes (OneWorld)
currency	object	Currency	Yes
exchangeRate	number	Exchange rate	Auto-calculated
memo	string	Prepayment memo	No
paymentMethod	object	Payment method	No
checkNum	string	Check number	No
department	object	Department	No
class	object	Class	No
location	object	Location	No

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Example: Create Vendor Prepayment

POST /record/v1/vendorPrepayment
Content-Type: application/json

Request Body

{
  "entity": {
    "id": "789"
  },
  "tranDate": "2025-12-25",
  "account": {
    "id": "10"
  },
  "balance": 10000.00,
  "subsidiary": {
    "id": "1"
  },
  "currency": {
    "id": "1"
  },
  "paymentMethod": {
    "id": "3"
  },
  "checkNum": "5680",
  "department": {
    "id": "10"
  },
  "memo": "Prepayment for large equipment order - PO #2025-100"
}

Response

{
  "id": "8001",
  "tranId": "VPP-2025-001",
  "entity": {
    "id": "789",
    "refName": "Acme Suppliers Inc"
  },
  "tranDate": "2025-12-25",
  "account": {
    "id": "10",
    "refName": "Main Operating Account"
  },
  "balance": 10000.00,
  "unapplied": 10000.00,
  "applied": 0.00,
  "subsidiary": {
    "id": "1",
    "refName": "Parent Company"
  },
  "currency": {
    "id": "1",
    "refName": "USD"
  },
  "exchangeRate": 1.0,
  "paymentMethod": {
    "id": "3",
    "refName": "Check"
  },
  "checkNum": "5680",
  "department": {
    "id": "10",
    "refName": "Operations"
  },
  "memo": "Prepayment for large equipment order - PO #2025-100",
  "links": [
    {
      "rel": "self",
      "href": "https://account.suitetalk.api.netsuite.com/services/rest/record/v1/vendorPrepayment/8001"
    }
  ]
}

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Example: Update Vendor Prepayment

PATCH /record/v1/vendorPrepayment/8001
Content-Type: application/json

Request Body

{
  "memo": "Prepayment for large equipment order - PO #2025-100 - Confirmed by vendor",
  "balance": 12000.00
}

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Query Filters

Find Unapplied Prepayments

GET /record/v1/vendorPrepayment?q=unapplied > 0

Find by Vendor

GET /record/v1/vendorPrepayment?q=entity='789'

Find by Date Range

GET /record/v1/vendorPrepayment?q=tranDate BETWEEN '2025-01-01' AND '2025-12-31'

Find Prepayments Over Amount

GET /record/v1/vendorPrepayment?q=balance > 5000

Find by Department

GET /record/v1/vendorPrepayment?q=department='10'

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Apply to Vendor Bill

Use Vendor Prepayment Application to apply prepayment when bill is received:

POST /record/v1/vendorPrepaymentApplication
Content-Type: application/json

{
  "entity": {
    "id": "789"
  },
  "tranDate": "2026-01-15",
  "subsidiary": {
    "id": "1"
  },
  "currency": {
    "id": "1"
  },
  "apply": {
    "items": [
      {
        "doc": { "id": "4010" },
        "apply": true,
        "amount": 10000.00
      }
    ]
  }
}

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Prepayment Workflow

1. Create Prepayment - Vendor requires deposit or advance payment
2. Track Unapplied Balance - Monitor unapplied prepayments
3. Receive Bill - Vendor bills for goods/services
4. Apply Prepayment - Use Vendor Prepayment Application to offset bill
5. Remaining Balance - Any unapplied amount remains for future bills

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Important Notes

• Vendor prepayments reduce cash but create a prepayment asset account
• The balance field is the total prepayment amount
• The unapplied field tracks the remaining balance available for application
• Prepayments are applied using Vendor Prepayment Application transactions
• Multi-currency prepayments use the exchange rate from the prepayment date
• Prepayments cannot be applied to bills in different currencies
• Common use cases include equipment deposits, retainer fees, and large orders
• Prepayments can be partially applied to multiple bills
• Once fully applied, unapplied becomes zero
• The prepayment asset account is typically configured in accounting preferences
• Check numbers are required when payment method is "Check"
• Voiding a prepayment reverses all applications
• Prepayment date must be within an open accounting period
• Department, class, and location are optional and used for reporting
• The applied field shows the cumulative amount already applied to bills

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See Also

• Vendor Prepayment Application - Apply to bills
• Vendor Bill - Bills to apply prepayment to
• Purchase Order - Related POs
• Vendor - Vendor records