What this screen is for
Money a customer has paid before there is an invoice to put it against: an advance, a booking amount, a retainer. Each deposit shows its date, its full amount and how much is still unapplied, with a status of unapplied, partly applied, fully applied or refunded.
When to use it
Record a deposit here when funds arrive ahead of the work, and come back to it when the invoice is finally raised, so the money you already hold is applied rather than the customer being asked to pay twice. The unapplied column is the figure worth watching: it is cash in your account that you have not yet earned.
What you see on this screen
Two summary figures sit above the list: Total Deposits, everything taken over the period shown, and Total Unapplied, the part of it still waiting for an invoice. The second is the one to watch.
- Deposit # — the deposit reference; click it to open the deposit and see what it has been applied to.
- Customer — who paid it.
- Date — the date the money was received.
- Amount — the full sum taken.
- Unapplied — how much of that sum has still not been set against an invoice. It is highlighted while anything remains, and reads as plain grey once the deposit is exhausted.
- Status — see below.
- Actions — view the deposit.
Filters and actions
Show Filters opens three controls and a Reset: Customer, Status (All Status, Unapplied, Partially Applied, Fully Applied, Refunded) and From Date. New Deposit, in the header, opens the form for recording money received in advance.
Status values
- Unapplied — none of the deposit has been set against an invoice; the whole amount is still owed back to the customer in goods or services.
- Partially Applied — some has been used against invoices and a balance remains.
- Fully Applied — the whole deposit has been absorbed by invoices and nothing is outstanding.
- Refunded — the money was returned to the customer rather than used.
Related
- Receipt — payments applied against invoices
- Refund Receipts — returning a deposit that will not be used
- Proforma Invoice