Orbis Web · Payment Management
Version 2026.11

Prepayments: control every payment made to suppliers before their invoice arrives

Create, review and follow up the prepayments of your files, including the ones Orbis Web creates automatically when a service is paid with a corporate card. For accounting and administration staff.

Basics

What a prepayment is

A prepayment records money paid to a supplier for a service before you receive the supplier's invoice. With prepayments you always know what has been paid, to whom, with which means of payment and which supplier invoices are still missing.

Every prepayment is linked to a service of a file (or group) and to its supplier. You manage them all from Payment Management › Prepayments.

How it is createdWhen
AutomaticallyWhen a service is paid with one of the agency's corporate cards. See Automatic prepayment with a corporate card.
ManuallyFrom the service, with Issue Prepaid, for any other means of payment (transfer, cash, cheque…).
Key fieldsAmount is the prepaid amount, Outstanding Balance is the part not yet matched with the supplier invoice, Type is the means of payment (Cards, Transfers, Cash…) and Entity is the bank or card used.
Common procedure

The 4 steps of a prepayment

Record the paymentPay the service with a corporate card (automatic) or issue the prepayment from the service.
Check itOpen Payment Management › Prepayments and filter by supplier, date or file.
Receive the invoiceWhen the supplier invoice arrives, it is linked to the service and the outstanding balance goes down.
Follow upFilter Invoice Received: Not Received and claim the missing invoices with the claim letters.
Find your task

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Task

Automatic prepayment with a corporate card NEW

What it is for

Saves you creating the prepayment by hand: when you pay a service with an agency corporate card, Orbis Web records the prepayment to the supplier for you, with Type Cards and the card's bank as Entity.

When to use it

Whenever a supplier is paid with a corporate card: low-cost airlines, rail, hotels or any supplier charged directly on the agency card.

Task: pay a service with a corporate card so the prepayment is created automatically. Screen recreation with sample data.

Step by step

  1. Check that the card is registered in Configuration › Cards › Corporate Cards, with its Type, Bank, Card number and Subaccount. This is done once per card.
  2. In the file, open the service paid to the supplier and choose the corporate card in Card (button Select Card). Add the Card Authorization if you have it.
  3. Save the service with the tick (Save). Orbis Web creates the prepayment for the service cost, with Type Cards and the card's bank as Entity. You will see it in Payment Management › Prepayments.
Prepayment fieldValue filled in automatically
Supplier / Service / FileThose of the service paid with the card.
AmountService cost paid to the supplier.
TypeCards.
EntityBank of the corporate card, as configured in Corporate Cards.
Date / DeadlinePayment date of the service.
Typical errorThe prepayment is not createdThe card chosen in the service is not in Corporate Cards, or the service was not saved. Register the card in Configuration › Cards › Corporate Cards, select it again in the service and save. Do not create a manual prepayment as well, or the payment will be counted twice.
Task

Issue a prepayment from a service

What it is for

Records a payment to the supplier made with any means other than a corporate card: transfer, direct debit, cash, cheque…

When to use it

When you pay a supplier in advance and the payment is not covered by the automatic option.

Task: issue a prepayment from the service of a file. Screen recreation with sample data.

Step by step

  1. In the file, open the Services tab and press Edit on the service paid to the supplier.
  2. Press Issue Prepaid in the service toolbar, complete the amount, date, deadline, type and entity of the payment, and save.
Prepayments of a fileIn the Services tab, Prepaid List (toolbar or the row menu of a service) shows the prepayments of the file in a report.
Task

Find prepayments

What it is for

Locates prepayments by supplier, period, means of payment or invoice status.

When to use it

To check what is pending with a supplier, reconcile a card statement or find missing invoices.

Task: list the card prepayments whose supplier invoice has not been received. Screen recreation with sample data.

Step by step

  1. Open Payment Management › Prepayments and press Filters.
  2. Choose the criteria: Supplier, dates, Payments, Invoice Received, Operation Type, Entity…
  3. Press Filter. The criteria are shown under Filters applied.
  4. Use the eye (Read Only) or the pencil (Edit) on the row you want to open.
FilterOptions and use
From Date / To DatePrepayment date.
From Deadline / Until DeadlinePayment deadline.
From / Until Date Services StartStart date of the service.
Supplier, User, BranchOne or more values.
PaymentsOutstanding, Paid or All.
TypeFiles, Groups or All.
Invoice ReceivedNot Received, Received or All. Use Not Received to claim invoices.
ShowAll, Inactive or Assets.
NationalityAll, Foreign or National supplier.
Operation TypePromissory notes, Transfers, Direct Debit Receipts, Cards, Cash, Cheque, Dynamic Cards.
EntityBank or card used for the payment.
More columnsThe list also has Supplier Locator, Pax, Passenger, Service Start Date, Refund, Allow Refund, Bank, IBAN and others. Choose which ones to see with Show/Hide Columns, and export with Export to Excel or Export to PDF. The arrow at the start of each row shows its bank documents.
Task

Review or edit a prepayment

What it is for

Shows in one window the customer, supplier, service, supplier invoice and payment data of the prepayment.

When to use it

To check whether the supplier invoice has arrived and matches, or to correct the date, deadline, type or entity.

Task: check a prepayment and its supplier invoice. Screen recreation with sample data.

Step by step

  1. Check the Supplier block: it must be the supplier who charged the payment.
  2. In Supplier Invoice, check whether the invoice has been received and its amount.
  3. In Prepaid, review Amount, Date, Deadline, Type and Entity. To change them, open the prepayment with Edit instead of Read Only and save.
ImportantEdit is not always availableThe pencil is disabled when the prepayment can no longer be changed (for example, when it is already settled). Use Read Only to check it.
Task

Row actions and reports

What it is for

Gives quick access to the file, the bank documents, refunds and the claim letters for missing supplier invoices.

When to use it

When you work on a specific prepayment or follow up pending invoices.

Task: use the actions of a prepayment. Screen recreation with sample data.

Step by step

  1. Press the three dots of the row and choose the action. Options that do not apply to that prepayment appear disabled.
  2. For reports, use the buttons at the top left or Actions: they work on the filtered list.
OptionWhat it does
CopyCreates a new prepayment from this one.
Go to File / GroupOpens the file or group of the prepayment in a new tab.
Read Only Bank DocumentsShows the bank documents linked to the prepayment.
Generate Bank DocumentsCreates the bank document (transfer, remittance…) for the payment.
RefundRecords the refund of the prepayment by the supplier.
Copy of Prepayments ReportReport of the filtered prepayments.
Letters claiming outstanding supplier invoicesLetters to ask suppliers for the invoices not yet received.
Prepaid subscription claim lettersClaim letters for prepaid subscriptions.
Good judgement

Best practices

Keep the card list up to date

Add every new corporate card in Corporate Cards before using it, so its prepayments are created automatically.

One payment, one prepayment

Do not issue a manual prepayment for a service paid with a corporate card.

Claim invoices every month

Filter Invoice Received: Not Received and send the claim letters.

Check the outstanding balance

A prepayment with outstanding balance and an invoice received needs reviewing.

Before closing the month
  • All corporate card payments of the month have their prepayment.
  • No service has both an automatic and a manual prepayment.
  • Missing supplier invoices have been claimed.
  • Refunds received are recorded on their prepayment.
Support

Troubleshooting

I paid with a corporate card and there is no prepayment.The card is not in Configuration › Cards › Corporate Cards or the service was not saved after choosing it.
A payment appears twice.A manual prepayment was issued for a service already paid with a corporate card. Check both and keep only one.
The pencil is greyed out.The prepayment can no longer be edited. Open it with Read Only.
Generate Bank Documents or Refund are disabled.They do not apply to that prepayment in its current state.
Still not working?Contact Pipeline Software support through your usual channel and include the file, the service and the prepayment Id.