Sales Deposits

14.12.1 If pc/MRP's accounting module is used and auto accounting option is on

If the sale is on account and carry

Enter the sale as on account and carry
Note the deposit amount in the comment field
Enter an R type accounting transaction for the amount of the deposit
Print out the invoice, it will now show the amount paid
When a payment arrives enter an R type accounting transaction for the payment

If the sale is an order entry for delivery in future (one invoice)

Enter the sale as order entry
Note the deposit amount in the comment field
Enter an A type accounting transaction for deposit, debit checking, credit deposit
Invoice the sales order when item is ready to ship
Enter R type accounting transaction for deposit, debit deposit not checking
Print out the invoice, it will now show the amount paid
When payment arrives, enter R type accounting transaction for amount of payment

If the sale is an order entry for delivery in future (multiple invoices, shipments)

Enter the sale as order entry
Note the deposit amount and deposit date in the comment field
Enter an A type accounting transaction for deposit, debit checking, credit deposit
When the first items are ready to ship

Enter a new invoice for the items to be shipped from the original sales order
Enter an R type accounting transaction for portion of deposit, debit deposit, not checking
Print out the invoice again, it will now show the amount paid
When a payment arrives enter an R accounting transaction for the payment
Edit the original sales order, note the amt paid and date in the comment field

When additional items are ready to ship

Enter a new invoice for the items to be shipped from the original sales order
Enter an R type accounting transaction for portion of deposit, debit deposit, not checking
Print out the invoice again, it will now show the amount paid
When a payment arrives enter an R accounting transaction for the payment
Edit the original sales order, note the amt paid and date in the comment field

14.12.2 If pc/MRP's accounting module is used and auto accounting option is off

If the sale is on account and carry

Enter the sale as on account and carry
Note the deposit amount in the comment field
Enter an O type accounting transaction for the total amount receivable
Enter an R type accounting transaction for the payment for the deposit
Print out the invoice, it will now show the amount paid
When a payment arrives enter an R type accounting transaction

If the sale is an order entry for delivery in future

Enter the sale as order entry
Note the deposit amount in the comment field
Enter an A type accounting transaction, debit checking, credit deposit
Invoice the sales order when item is ready to ship
Enter an O type accting transaction for the total amount receivable

Then
Enter an R type accounting transaction for the payment for the deposit

• Change the amount paid to the amount of the deposit.
• Debit deposit account for the amount of the deposit.
• Credit AR for the amount of the deposit.

Print out the invoice, it will now show the amount paid
Enter an R type accounting transaction for the remaining amount when paid
-or-
Enter an R type accounting transaction for the full amount when paid

• Debit checking account for the amount of the check
• Debit deposit for the amount of the deposit
• Credit AR for the full amount of the invoice

If customer wants invoice for deposit prior to sending deposit

Enter sales order on account carry for amt of deposit, NA for part number
Send customer the resulting invoice for the amount of the deposit
Enter an O type accounting transaction for the amount of the deposit
When the deposit is paid, enter an R type accounting transaction
Enter a sales order, order entry, for the actual price - deposit
When it is ready to ship, invoice the second sales order
Enter O type accounting transaction for the second invoice
Enter R type accounting transaction for the second invoice when paid

If deposit is to show up as a credit for the customer in the AR report (mult invoices)

Enter a sales order on account and carry, with a part number of "NA", descript "Deposit" for deposit amount
Enter an O type transaction for the resulting invoice

• Debit AR for $0.00
• Credit Business Income for $0.00

When deposit is received, enter an R type transaction for the invoice

• Debit checking for the amount of the deposit
• Credit sales deposit for the amount of the deposit

Enter a second sales order for the actual order and the full amount
When ready to ship, invoice the 2nd sales order, include full amt and amount paid
Printing the invoice will show full amount, deposit, and balance due
Enter an O type transaction for the second invoice

• Debit AR for the balance due
• Debit sales deposit for the amount of the deposit
• Credit business income for the full amount

When payment arrives, enter an R type transaction for the 2nd invoice

• Debit checking for the amount of the check
• Credit AR for the amount of the check

If deposit is to show up as a credit for the customer in the AR report (single invoice)

• Enter a sales order on account and carry, with a part number of "NA", descript "Deposit" for $0.00.
• When deposit is received, enter an R type transaction for the invoice
• Select Continue anyway when it warns you no O type transaction has not been entered
• Debit checking for the amount of the deposit
• Credit sales deposit for the amt of the deposit
• When you are finished, answer No you do not want to close this invoice
• When the customer places an order, edit the original sales order line item 1
• Click the Add button to add a second line item for the amount of the new sale
• Click the Finish button and select, Add to an old invoice
• Enter an O type transaction for the second line item on the invoice
• Debit AR for the amount of the sale
• Credit business income for the amount of the sale

When payment arrives, enter an R type transaction for the 2nd invoice

• Debit checking for the amount of the check
• Credit AR for the amount of the check
• If you print out the original invoice it will show the remaining deposited amount
• You can continue this till the deposit runs out. Then edit the invoice and manually close all line items by entering a Y in the complete field

14.12.3 If pc/MRP's accounting module is not used

If the sale is on account and carry

Enter the sale as on account and carry
Note the deposit amount in the comment field
Edit the invoice, enter the deposit into amount paid field
Print out the invoice, it will now show the amount paid
When a payment arrives edit the invoice, add the amt to the amt pd
If the invoice is paid in full enter a Y into the complete field

If the sale is an order entry for delivery in future

Enter the sale as order entry
Note the deposit amount in the comment field
Invoice the sales order when item is ready to ship
Edit the invoice, enter the deposit into amount paid field
Print out the invoice, it will now show the amount paid
When a payment arrives edit the invoice, add the amt to the amt pd
If the invoice is paid in full enter a Y into the complete field.