We setup a crystal form that prints deposit invoices from the sales order.  Enter the deposit requested in the deposit field and add it to the invoice that it being printed from sales order.  Have it net out at the bottom of the invoice as a separate line.

How does that affect the backend G/L?

This is in the help system under "Process Customer Deposits."

Deposit has not been received.  I need to invoice for a deposit against a sales order that has not been shipped.  If were that simple I wouldn't be asking the question, our IT guy didn't add the help files when we upgraded.  So clicking on help doesn't do anything  unfortunately.

See my first post.  It is that simple.

You should have them install the help files.

That would be lovely, but I don't see it happening.  We don't have anyone here versed enough in crystal reports to do what you are referring to.  This is a odd and rare occasion and not something that would happen regularly enough to justify paying someone to do one.

But crystal reports doesn't really affect the G/L does it?  I'm looking for a solution that will credit/debit the appropriate G/L accounts and still show as an available deposit when the sales order generates to reduce the balance owed.

To process customer deposits

Select Sales Order Setup menu > Sales Order Options.

In the Sales Order Options window, select the Post Customer Deposits by Division check box to use separate deposit accounts for each division. Clear this check box if you do not want to use separate accounts. For more information, see Sales Order Options - Fields.

At the Customer Deposits field, enter the general ledger account established in your chart of accounts.

Although the customer deposit information is entered in Sales Order Entry and S/O Invoice Data Entry, all cash receipts, including customer deposits, must be entered using Accounts Receivable Cash Receipts Entry. Select Accounts Receivable Main menu > Cash Receipts Entry.

In the Cash Receipts Entry window, enter each customer deposit separately as a cash deposit type, even if the customer deposit was paid by credit card (select Cash at the Deposit Type field in the Cash Receipts Deposit window). Use the G/L Account field on the Accounts Receivable Cash Receipts Entry Lines tab to distribute the deposit amount to the Customer Deposits account. Make sure you enter the Customer Deposits account specified in Sales Order Options or Accounts Receivable Payment Type Maintenance. For more information, see Cash Receipts Entry - Fields.

Note If the payment type used is not Check, you can enter the payment type at the Check No. field.

The Customer Deposits account is credited with the deposit amount when the Cash Receipts Entry update is performed. The balance of the Customer Deposit account at any time represents the total outstanding deposits (deposits received for sales orders that are not invoiced).

Select Sales Order Main menu > Sales Order Entry.

In the Sales Order Entry window, click the Totals tab. Enter the following information depending on your selection at the Payment Type field:

Check Number and Deposit Amount

Credit Card Number

Reference Number

The reference number is reflected on the sales order as a memo amount. The deposit amount is printed on the sales order acknowledgment and listed on the Open Sales Order Report. For more information, see Sales Order Entry - Fields.

Note General ledger postings and adjustment of the customer balance are not made until the order is invoiced.

Select Sales Order Main menu > Invoice Data Entry.

In the S/O Invoice Data Entry window, at the Invoice No. field, enter an invoice for the sales order. The deposit amount entered on the sales order is recorded against the invoice. For a one-step invoice that does not have a sales order, on the Invoice Data Entry Totals tab, enter the Deposit Amount and Check Number. The deposit applied is printed on the invoice and also reported on the Deposit Recap and the Daily Sales Journal. The deposit available also appears. For more information, see S/O Invoice Data Entry - Fields.

When the invoice is updated to the Open Invoice file after the Sales Journal is printed, the invoice balance is the invoice total less the deposit amount applied. General ledger postings from the invoice update debit the deposit amount to the Customer Deposit account and credit the Accounts Receivable account.

In this process you debit the customer deposit G/L account when the cash is received.  Your IT guy can probably understand enough about Crystal to get this done.  He must be smart enough, he doesn't even need help files.  LOL

This doesn't tell me how to generate an invoice from the unshipped sales order for a deposit.  Unless I am missing something.

See the first post.  You can setup a form under sales order printing that looks like an invoice.  If you do not have someone that can edit a Crystal form then you are out of luck.  Although, I think the default crystal form does show the deposit on it.