There is a Deposits button on the toolbar and I believe an option on the Receipts menu as well.

Hi,

The account linking for the Prepayment G/L account is set under Setup | Settings | Receivables | Linked Accounts.

If the account isn't linked, you won't be able to record a customer deposit.

While you can record a prepayment deposit in the Payments screen, we've found it's best use the Sales Order screen , so that the prepayment is tied to a specific list of goods and services.

You can print the Sales Order and record the amount paid in one step. The accounting is done properly and when the Sales Order is filled the Deposit can be applied directly against that specific invoice. This makes sure there is no confusion - the customer isn't sent a bill asking for payment when they've already paid (bad for customer relations), and vice versa (bad for business).

I hope that helps, please post back!

Randy

Randy:


I read tour reply with some interest as I am aware of the deposit function in the receipts module (which I use all the time), but I can not see it on the Sales Order screen, and yes I do have the linked account setup; the account I use is 24600 "Prepaid Sales/Deposits (5 digit account numbers)

Thanks
Bruce H

Randy:

I think that I figured part of it out, I have to select something other than Pay Later (which I normally always use), is there a way to apply an existing deposit to a new sales order so that it is reflected in the actual amount outstanding?

Thanks

Hi Bruce, I think the only way to do that is to reverse the prepayment, and then open the Sales Order and enter the amount paid.

It would be nice if the Prepayment could be just entered into an existing Sales Order, I suppose the design logic was that a customer wouldn't normally put down a special order deposit until placing an order.

I find this works pretty slick for credit card purchases, we can enter the order and payment together, and still have the 3-way match of Purchase Order -> Packing Slip -> Invoice as a receiving control to make sure we got the right product and quantity ordered and paid for. Except... we can't grant security access for credit card purchases, without granting access to all payments.