Sales Order Deposit Invoices

Sales can create a deposit invoice from an approved sales order before goods are shipped. Finance reviews and posts that invoice, records the customer's payment separately, and checks how the deposit is applied when the final invoice is prepared. Creating an invoice does not mean the customer has paid.

Before you start

• Access: The order action requires Sales. Opening the resulting invoice requires Accounts Receivable Read Only, Accounts Receivable Full Access, or Invoice Entry. Posting and emailing require Accounts Receivable Full Access. A Sales-only user can create the invoice but then sees Access denied when it opens.
• Where: In the correct entity, open a non-draft sales order and select More > Create Deposit Invoice. To record payment afterward, use Invoices > Receive Payment.

Agree with the customer on the deposit per unit and due date before billing. With Apply Deposit Based on Quantity on Invoice Page enabled under Setup > Feature Settings > Invoices, enter the Deposit Per Unit Amount on the order. Review its inventoried lines and quantities with sales and finance. That setting also controls how the deposit is applied to the final invoice.

Create and review the invoice

1. Open the sales order and check its customer, currency, inventoried lines, quantities, and Deposit Per Unit Amount.
2. Select More > Create Deposit Invoice. Versa bills the full remaining deposit in one invoice: Deposit Per Unit Amount times the ordered quantity of inventoried lines, less earlier deposit invoices for this order that are not voided. Earlier unposted deposit invoices also reduce the remaining amount. Shipment invoices do not.
3. Review the new Deposit Invoice line and invoice details. The date is today. The bill-to customer, terms, customer purchase-order reference as the description, and order number as the internal reference come from the sales order.
4. Have an authorized receivables user post the approved invoice and email it to the customer. Posting adds the amount to the customer's Customer Deposits balance before any money arrives.
5. Confirm the invoice shows the intended amount and status, then tell the customer when payment is due.

Record the customer's payment against the deposit invoice in Invoices > Receive Payment. Apply the deposit to the final invoice only after the deposit invoice shows as paid. Depending on the later invoice workflow, use Apply Deposit to Posted Invoice from a Prepaid Order during shipment posting, Apply Deposit on Invoice, or Receive Payment with Accounts Receivable Full Access. With the per-unit setting, the deposit applied to the final invoice is based on the deposit per unit and the invoiced share of ordered quantity, not on cash received. Finance should review the final invoice and any remaining deposit balance.

If you don't see what you expect

• Create Deposit Invoice is missing: Check that the order is not a draft, that you have Sales access, and that an eligible inventoried quantity with a positive deposit remains.
• Deposit Per Unit Amount is missing: Ask an administrator to check Apply Deposit Based on Quantity on Invoice Page under Setup > Feature Settings > Invoices.
• The new invoice opens to Access denied: Ask a receivables user with the appropriate access to review it. Do not select Create Deposit Invoice again.
• The invoice amount is wrong: Void it, or delete it if it is unposted. Its amount becomes available to invoice again. Select the correction action once, then review the order before creating a replacement.

A deposit invoice is a billing record. Follow your company's payment confirmation and order-release policy before fulfilling the order.