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 three primary benefits with this program.
First, the program has the ability to generate an invoice to send to the customer so they have something to pay from documenting the deposit and in the case of a sales order, the customer Purchase Order it is being applied to.
Second, when you print sales order acknowledgments or invoices the deposit is shown in the subtotal section and is deducted from the total order amount.
Third, 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. 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 or Payment Innovations credit card processing software and defined the processing path and login information in SD-P 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 click on the Add button.
Indicate whether you are entering a Deposit or Generating an invoice.
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. If you are generating an invoice the Check Number field is skipped over. If you are entering a deposit enter 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).
If you are generating an invoice the program will create a voucher and use the voucher number with #I in front of it. Once the customer pays the voucher the AR-C automatically changes that to the actual check number making the deposit available to be used.
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.