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Sometimes a customer would like to leave a deposit on a quote or order before it is even shipped or invoiced.  This article covers how to apply it.  After adding some line items to a quote or order, take a look at the Summary tab.  Information about pricing, profit, totals, and invoicing pertaining to the order is displayed.  You will notice a Deposit button above the amount due.  Please note, the invoicing summary will not show any information until the order is ready to be invoiced (after the order is shipped).

To apply a deposit, hit the button in the pricing category.  This will open the Receive Payments screen.  From here, you are able to select the payment type (cash, check, charge, etc.), the cash register that will collect the money, and the ledger account to deposit into.  You can also optionally add a comment and print a receipt for the customer.  The total amount due is displayed.  If the customer wanted to, say, apply a 50% deposit, you can simply key in the number 50 in the percentage field.  The tender amount is automatically calculated as 50% of the amount due.

After accepting the deposit with the Accept Payment button, the pricing section will be updated to reflect it.  A receipt will print if you specified that option.  The deposit amount and the remaining amount due is displayed.  You are free to repeat the same process multiple times to collect additional deposits, if necessary.

It's easy to check the payment history on a quote or order.  Simply look at the Payment tab, which is under History.  Here is the deposit from the example I did.

Once the order has been shipped and ready to be invoiced, you will notice that the summary tab's invoicing section will now show pertinent information.  The Amount Paid is the sum of the deposits taken.

Furthermore, once the order is ready to be invoiced, the Invoicing tab in the shipper becomes available to you.  You are able to see a lot of the same information here too.  You can apply a payment on the invoice here, or you can go through the Receive Money process as well.

If you notice, there is an ellipsis button next to the Deposit Applied total, which is in the Balance Due section.  Hit the button, and you will be given the opportunity to adjust the deposit amount that was originally applied.  Your previous value is displayed.  Type in what the new deposit amount should be.  The difference is automatically calculated, labelled as Remaining.

Once you hit Apply, the Deposit Applied text will be displayed in red to indicate that this value was manually changed.

When you change the deposit amount using this method, the Accounts Receivable ledger gets debited and the Deposits Income ledger gets credited.  You can check the status in the Ledger Transactions tab in the order, as always.

Now, if the deposit was originally keyed in erroneously and the remaining balance has not yet been paid, no further action may be required.  However, there may be some instances where you need to refund the customer because of this.  To do so, you can either write a check or manually issue a customer credit.  We have some additional documentation on these topics for you to review.  The links can be found below.

• Write & Print Checks
• Manually Create A Customer Credit

Another scenario is if you have items on an order that will be shipping at different times.  If a deposit has been taken, then as much of it as possible will be applied to the first shipper.  Any remaining deposit will be applied to subsequent shippers until the deposit has been exhausted.  Here is a screenshot of the invoicing tab of the first shipper of an order.  The order total is $324, and a deposit of $300 was collected.  Since the first shipper totals to $162, that's how much deposit was applied to it.  The deposit applied text in the balance due column is red to indicate this.  There is still $138 of deposit left to be applied to subsequent shippers.

Once the next shipper for this order becomes available, you will see that the remaining $138 of the deposit is automatically applied to it.

If you decide to cancel the order after a deposit has been collected, then the Receive Payments screen will automatically be displayed with the refund amount matching the deposit amount.  Be sure to choose the correct payment type for the refund (cash, check, charge, etc.) so that the customer gets reimbursed with the correct payment method.

There is another scenario to consider.  Say a customer leaves a deposit on an order.  Because of changes to the order down the road, the order total ends up less than the deposit by the time it is shipped.  Therefore, the order will immediately be paid in full.  Conveniently, the Deposit Applied amount will automatically be adjusted for you; you'll notice that it is marked in red.

However, the Order Summary section will display the order total minus the amount paid, which will come out to a negative value.  You owe the customer the difference, so you can either write a check or manually issue a customer credit.  Here are the documentation links, if you need them.

• Write & Print Checks
• Manually Create A Customer Credit

That should cover all the different scenarios that you may encounter when dealing with deposits on an order.