If you want to allow customers to leave a deposit prior to shipment of goods, you can set up a deposit invoice workflow as described below. This configuration requires setup at the Company level, so we recommend that you involve your Inform administrator and you consult with DDI Customer Care.
Once set up, you'll be able to apply a customer deposit to an order.
- Set up the required Miscellaneous Charge Codes
You must create two miscellaneous charge codes for the deposit invoice workflow. For help creating the codes, see the Set up miscellaneous charges.
- Deposit Invoice: Link the Deposit Invoice Miscellaneous Charge to a miscellaneous suspense account set up as an Asset account near your Accounts Receivable account. This account will reflect the deposit invoice amount when it is created, and will be balanced out by the Deposit Received account when it is paid.
If you do not have an account for this set up in your General Ledger, you can create one. For instructions, see Add a new general ledger account under Maintain your general ledger accounts
- Deposit Received : Link the Deposit Received Miscellaneous Charge to a liability account called Customer Deposits. This account will receive the funds when the deposit invoice is paid.
If you do not have an account for this set up in your General Ledger, you can create one. For instructions, see Add a new general ledger account under Maintain your general ledger accounts
- Deposit Invoice: Link the Deposit Invoice Miscellaneous Charge to a miscellaneous suspense account set up as an Asset account near your Accounts Receivable account. This account will reflect the deposit invoice amount when it is created, and will be balanced out by the Deposit Received account when it is paid.
- Configure the Company Master.
Once the Miscellaneous Charge Codes are created, they need to be assigned to their functions in the Company Master under the Sales tab.
There are four flags to set there:
- Misc. Charge Code for Deposit Invoice: Set to the code that you created for the Deposit Invoice Miscellaneous Charge.
- Misc. Charge Code for Deposit Received Set to the code that you created for the Deposit Received Miscellaneous Charge.
- Allow S/O Shipment without Received Deposit: To allow all orders to ship products regardless of the status of the deposit invoice, set this flag to Y.
To prohibit the shipment of products without a paid deposit, set this flag to N. If the order has any open deposits, it will not allow the order to be ship confirmed. Once a deposit is received, products on the order can be shipped, even if the shipped amount exceeds the payment received.
This flag is usually set to Y.
Regardless of the default setting in the Company Master, you can change this configuration at the point of order entry, as long as the user has the Access Level Allow S/O Shipment Without Received Deposit. If this Access Level is left blank, any user will be able to change it on an order by order basis.
- Mark Deposit Invoices as Disputed To mark all deposit invoices as disputed invoices, set this flag to Y. Disputed invoices are not taken into consideration for Credit Hold and can be excluded from Finance Charges. The Dispute Note for deposit invoices will indicate the Sales Order that created the invoice.
To create the deposit invoices as regular A/R invoices, subject to Credit Hold and Finance Charges, set this flag to N.
This flag is usually set to Y.
Once these settings are in place, you can begin using the Sales Order Deposit Invoice workflow.