Apply a Client Deposit to a Non-Posted Invoice
This article will show you how to apply a Client Deposit to an Open Sales Order/Invoice. If you have already posted the Invoice and you need to apply a Client Deposit, see this article.
Note: This also assumes that there is already a Posted Client Deposit or A/R Credit for the Client. If there is not, please see the article on how to Enter a Client Deposit.
1. Apply a Credit that is EQUAL TO or LESS THAN the Balance Due
1.1. Go to the Sales Order Payments tab
You can see there is a Balance Due = $71.00, which is currently going to be charged to the Client's A/R if we applied no deposit to the order. This is NOT what we want to do because the customer already prepaid.
To apply a deposit, click the + symbol next to the Apply Open Credits or Deposits section and you'll get a popup window where you can select the deposit to apply.
1.2. Select the credit to apply
In this list, you will see all outstanding A/R amounts for the Client (debits and credits). Select the Client Deposit that you want to apply.
1.3. The Client Deposit has now been applied to this Order.
Now you can see that the Balance Due = $0 and the $71.00 is listed as the Applied Amount. If the Charge to A/R field still has an amount > $0.00, you'll need to zero it out.
Note: If the amount of the credit/deposit was LESS THAN the Balance Due, the instructions would be the same except you would end up with an amount greater than $0.00 in the Charge to A/R field.
2. Apply a Credit that is GREATER than the Balance Due
Using the same Sales Order as above, let's look at an example where the amount of the Client Deposit is GREATER than the Balance Due.
Here, I've applied a $500.00 credit to the same $71.00 Sales Order. If we didn't change this, there would be a $429.00 credit balance on the Order. We don't want to move the credit balance to this order; we want to leave the remaining credit balance with the original deposit.
2.1. Change the Applied Amount
To change the Applied Amount, double-click on the deposit that was just added and you will be presented with an Amount to apply popup. Change the amount here and click OK.
2.2. The Client Deposit has now been applied to this Order
Now you can see that the Balance Due = $0 and the $71.00 is listed as the Applied Amount. If the Charge to A/R field still has an amount > $0.00, you'll need to zero it out.
When this order is posted, the $500.00 Client Deposit will be reduced to $429.00.
2.3. The remaining Client Deposit balance
Navigate to Accounts Receivable > View A/R Aging and find the original Client Deposit.
Here you can see the Original Amount, Remaining Balance and detail about how the A/R deposit was applied.
