Creating Deposit Invoices

Your organization may have a client who want to give you a lump sum of money for work that has yet to be determined or completed. Please review this article to learn how to use fp. to create deposit invoices to process that unearned revenue.

Deposit Invoices are intended to facilitate accrual accounting practices. When you sync a Deposit Invoice to your accounting package, the value of the deposit goes into an unearned revenue account.  If you do not use accrual accounting, please use Interim or Final invoices.

A Deposit Invoice can be added from several places within your fp. system. Please review this article to learn more.

Add a Deposit from the Company Level

Add a Deposit from the Company Level

Navigate to the page for any Company with whom you have not done any work.

From the Add New menu, choose Invoice.

You will land on the Add Invoice page. You'll see that Deposit is the only Invoice Type option, as you have no current work going on with this company to invoice against.

  1. The invoice date will default to today's date. Change as needed.
  2. Enter the amount of the deposit.
  3. Select from any taxes that apply.
  4. Select the applicable Office, should you have a multi-office setup.

Click Add Invoice when ready.

Side Note:

Were we working with a Company for whom we have done some work before, the same initial steps apply. From the Company page, choose Invoice from the Add New menu.

On the subsequent Add Invoice page, you will need to select the Invoice Type of Deposit, and then follow the same steps below.

You will land on the Basic Info tab for this newly created Deposit. Here, you have the option to change or add more information regarding this deposit:

  1. Choose to include a Company Contact.
  2. Choose to enter a PO number if your client provided one to you.
  3. Choose the applicable set of Payment Terms for this deposit. To add to or edit these terms in your system, you'll need to access the Admin area > List Maintenance, and the Payment Terms list.  
  4. Choose to add a description of the Deposit.
  5. Choose to include any Payment Notes - such as "Thank you for your prompt payment." Payment Notes can be added via the ADMIN Area > List Maintenance, and the Payment Notes list.  
  6. Decide to what Deposit and/ or Accounts Receivable Account the deposit should be applied to in your accounting system.
  7. If you are in receipt of the Deposit, enter the payment method, amount and date.

Click Submit when ready.

This Deposit is now stored in your fp. system. Choose to print it, and/ or send a PDF copy to the Contact via the Notify Client button. You can also Post and subsequently Export this Deposit to your accounting program.

You can easily find and refer back to this Company level Deposit, from the Deposits tab on the Company page.

Add a Deposit from the Job Level

Navigate to the Job in your system to which you need to apply the Deposit. From the Add New menu, choose Add Invoice.

You will land on the Add Invoice page.

  1. Choose Deposit as the Invoice Type.
  2. The invoice date will default to today's date. Change as needed.
  3. Enter the amount of the deposit.
  4. Select from any taxes that apply.

Click Add Invoice when ready.

You will land on the Basic Info tab for this newly created Deposit. Here, you have the option to change or add more information regarding this deposit:

  1. Choose to include a Company Contact.
  2. Choose to enter a PO number if your client provided one to you.
  3. Choose the applicable set of Payment Terms for this deposit. To add to or edit these terms in your system, you'll need to access the Admin area > List Maintenance, and the Payment Terms list.  
  4. Choose to add a description of the Deposit.
  5. Choose to include any Payment Notes - such as "Thank you for your prompt payment." Payment Notes can be added via the ADMIN Area > List Maintenance, and the Payment Notes list.  
  6. Decide to what Deposit and/ or Accounts Receivable Account the deposit should be applied to in your accounting system.
  7. If you are in receipt of the Deposit, enter the payment method, amount and date.

Click Submit when ready.

This Deposit is now stored in your fp. system. Choose to print it, and/ or send a PDF copy to the Contact via the Notify Client button. You can also Post and subsequently Export this Deposit to your accounting program.

You can easily find and refer back to this Job level Deposit, from the Deposits tab on the Job page.

Add a Deposit from the Project Level

Navigate to the Project in your system to which you need to apply the Deposit. From the Add New menu, choose Invoice.

Note that the Project does not need to have any Jobs within it, in order for you to be able to create a Deposit.

You will land on the Add Invoice page.

  1. Choose Deposit as the Invoice Type.
  2. The invoice date will default to today's date. Change as needed.
  3. Enter the amount of the deposit.
  4. Select from any taxes that apply.

Click Add Invoice when ready.

You will land on the Basic Info tab for this newly created Deposit. Here, you have the option to change or add more information regarding this deposit:

  1. Choose to include a Company Contact.
  2. Choose to enter a PO number if your client provided one to you.
  3. Choose the applicable set of Payment Terms for this deposit. To add to or edit these terms in your system, you'll need to access the Admin area > List Maintenance, and the Payment Terms list.  
  4. Choose to add a description of the Deposit.
  5. Choose to include any Payment Notes - such as "Thank you for your prompt payment." Payment Notes can be added via the ADMIN Area > List Maintenance, and the Payment Notes list.  
  6. Decide to what Deposit and/ or Accounts Receivable Account the deposit should be applied to in your accounting system.
  7. If you are in receipt of the Deposit, enter the payment method, amount and date.

Click Submit when ready.

This Deposit is now stored in your fp. system. Choose to print it, and/ or send a PDF copy to the Contact via the Notify Client button. You can also Post and subsequently Export this Deposit to your accounting program.

You can easily find and refer back to this Project level Deposit, from the Deposits tab on the Project page.

Applying the Deposit to Work You Perform

When you do have active work for a client, and there is a Deposit on record, you will have the opportunity to apply all, or a portion of that Deposit towards an interim or final invoice for that work.

In an earlier step we added a Deposit against a Job. Let's go back to that Job and create a new invoice for the client. From the Job page, click the Add New menu and choose Add Invoice.

You will land on the Add Invoice page.

1)  Choose Interim or Final as the Invoice Type. Note that you should only choose Final, if the job is done, and no further time needs to be tracked. Choosing Final as the Invoice Type will close the Job.

2) Choose an Invoice Date. By default the system will pick today's date. Note that the date chosen will determine what displays on screen for un-invoiced timesheets, internal expenses and external expenses as these are date specific.

3) Choose what value the invoice should calculate from: Estimated, Actuals, Remainder from Estimated, or Remainder from Actuals.

4) Choose if you want to only bill a portion of the value you're calculating from. Entering a value such as 50 here, will calculate 50% of the value you choose (ie. Estimated, Actuals etc. Leaving this field blank, will tell the system to invoice 100% of whatever "Calculate From" value you select. Note than on the Invoice Details page, you will have the opportunity to enter or change this value as needed.

5) Choose any applicable Tax Group. Important note - In order for the Deposit on this Job to be available for application to this interim or final invoice, the taxes must match.

  • If there are NO taxes on the Deposit, this Interim/ Final Invoice can have ANY taxes.
  • If there are taxes on the Deposit, this Interim/ Final Invoice must have the SAME taxes.

Click Add Invoice when ready.

You will land on the Service Groups/ Services tab of the now created Invoice. Below the row for TOTAL, we can see our Deposit, and have the option to use all or just a portion of this Deposit towards this Invoice.

By entering the full $2000 of the Deposit, the Invoice Total has dropped by the same value. Click Save to keep these changes.

If/ when you Invoice for this Job again, the Deposit no longer shows as available, as all of it has already been used.

(1) Had we only used a portion of the Deposit on our first invoice...

(2) ..whatever remains available would show on our subsequent invoice.

(3) What has already been applied can also be seen on the Deposits tab on the Job (or Project or Company depending upon where the Deposit was created/ stored).

Terminology Tips

Applied = What amount of the Deposit has been used on any Interim or Final Invoices.

Payment Status = Has the client or company paid you the value of the Deposit or not.

Balance = This is the payment balance, or the amount owed by the client or company to the agency for this Deposit. Above, the payment to us is outstanding, with the client owing us $2000 still.

We hope you will find Deposit Invoices a valuable part of your invoicing routine. We welcome your questions or concerns: support@functionpoint.com

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