Job deposits are not automated and must be processed separately. They can be recorded using a Cashbook Receipt with a corresponding GL line applied to either the Quotes or the Job, depending on whether invoicing is based on Quoted amounts or Actuals.

Add a Cashbook Receipt 

When processing Job deposits via Cashbook Receipts, ensure that a dedicated GL account for job deposits has been created in the system.

Add a Cash book receipt with the amount received for Job deposits 

Invoicing Job as Quoted

On the relevant Customer Quote for which a job deposit has been received, add a GL line with the deposit amount. This ensures the quote can be invoiced for the correct total

Note: the quantity on the GL line must be set to -1.

Invoice the job as quoted. The resulting invoice will include the job deposit amount.

After posting the invoice, review the GL account to confirm that both the debit and credit entries for the transaction are correctly recorded.

Invoicing from Actuals 

On the relevant Job for which a job deposit has been received, add a GL line with the deposit amount. 

If only part of the deposit is to be applied to this invoice, add an additional GL line to hold the remaining deposit amount.

Note: It is also possible to record the deposit directly on the invoice if this better suit your company’s workflow.

Invoice the Job from Actuals as usual

After posting the invoice, review the GL account to confirm that both the debit and credit entries for the transaction are correctly recorded.