AR-N  Enter/Print Sales Order Deposits

Purpose of Program

It is common for job shops and custom manufacturers to require advance deposits before running special orders.  Use this program to enter customer deposits (prepayments) made against sales orders or on account against future sales orders.

There are two primary benefits with this program.

First, when you print sales order acknowledgments or invoices the deposit is shown in the subtotal section and is deducted from the total order amount.

Second, the General Ledger posting for the deposit is automatically handled correctly.  The initial deposit is first credited to your default Customer Deposits account, as set up in AD-A  General Ledger Defaults.  This is a liability account, because for the time being you are holding someone else's money.  When the order ships and the invoice gets posted, the deposit is debited from your Customer Deposits account and is credited against your default Accounts Receivable account and automatically applies the deposit against the correct invoice in the aging file.  This automatic procedure saves you the tedious task of applying deposits manually.

Credit Card Processing

If you have installed X-Charge credit card processing software and defined the processing path and login information in SD-P Customer/AR Defaults then once the customer has been selected and the cursor advanced to the Date field, a Credit Card button will appear in the lower left corner.  Click the button and a window will open showing the customer credit card information (which can be edited if they want to use a different card or do not have a card on file and it is a one time charge).  Verify the card information and enter the payment amount and click process.  If the charge is approved, the approval code prefixed by V (Visa), M (MasterCard), A (American Express) or D (Discover) will be entered as the Check number and you can then link to a Sales or Service/Repair order and save.

General Program Operation

When you start the program you are first presented with a list of open customer deposits in a scrolling window.  To enter a brand new deposit, press the <Insert> key (or click on the Add button).

Enter the Customer Code of the customer making the deposit, or select one from a lookup window by pressing F2 (or clicking on the Lookup button).  The customer name will be automatically displayed.

Enter the Deposit Date and the Check Number.  Enter the Deposit Amount, and, if multi-currency processing is enabled, enter the Currency.

Enter the Bank Account the funds will be deposited to and select a sales order to link the deposit to (optional).

Editing an Existing Deposit

To edit an existing deposit, select the deposit from the window that first appears when starting the program by highlighting the deposit you want and pressing <Enter> or clicking on it.  This brings the deposit into the entry screen.  You are allowed to change the Sales Order to which the deposit is linked and the Description only and then save the record again.  If you need to change any of the other fields, highlight the deposit on the opening screen, click Delete to delete the entry, and then reenter the deposit from scratch.   If you Delete a deposit you will be prompted for a reversal date to be used.

Printing a Listing of Open Deposits

You can print a listing of existing deposits by clicking on the Report button while the opening window is displayed.  You can limit the report by a from/thru range of Customer Codes or by deposit Date range.