How to enter a Sales Order deposit in Sage 100

Resolution

Open Sales Order, Setup, Sales Order Options.
At the Customer Deposits field, select the General Ledger account established in your chart of accounts.
Open Accounts Receivable, Setup, Payment Type Maintenance, do the following:
- Check Asset Account for each Payment Type that could be used for a customer deposit
- If Asset Account is left blank, the Customer Deposit account specified in Sales Order Options will be used.
Open Sales Order, Main, Sales Order Entry
Click Totals tab. Enter the following information depending on the type of Deposit:
- Deposit Payment Type – Select the deposit payment type to use for the current sales order. If Credit Card is selected, focus moves to the Credit Card tab where you can enter the credit card information and submit the transaction to Sage Exchange.
- Check Number/Reference Number – This field is available only if Check or Cash are selected as the Deposit Payment Type. For deposits paid by check payment type, enter the check number.
- Deposit Amount – Type the customer deposit amount to record a customer deposit to apply against the invoice for this sales order. Customer deposits can be recorded only for standard sales orders and back orders. For credit card deposits, this field displays the deposit amount entered on the Credit Card tab.
  - Note: General Ledger postings and adjustment of the customer balance are not made until the order is invoiced
  - Note: If Cash is selected as the Payment Type, the General Ledger account is the GL account setup for that Payment Type, in AR, Setup, Payment Type Maintenance.
    - If Check is selected as the Payment Type, the General Ledger account is the Customer Deposits GL account from the Main tab, in Sales Order Options.
Open Accounts Receivable, Main, Cash Receipts Entry
Although the customer deposit information is entered in Sales Order Entry or Sales Order Invoice Data Entry, all cash receipts, including customer deposits, must be entered using Accounts Receivable Cash Receipts Entry
Enter each customer deposit as a Cash deposit type, even if the customer deposit was paid by credit card (select Cash in the Deposit Type field in the Cash Receipts Deposit window).
- In the Line Type field select GL Account.
- Make sure you enter the Customer Deposits G/L account specified in Sales Order Options or Accounts Receivable Payment Type Maintenance.
- The Customer Deposits account is credited with the deposit amount when the Cash Receipts Entry update is performed.
- The balance of the Customer Deposit account at any time represents the total outstanding deposits (deposits received for sales orders that are not invoiced)
Open Sales Order, Main, Invoice Data Entry
- In the Invoice No. field, enter an invoice for the sales order. The deposit amount entered on the sales order is recorded against the invoice.
  - For a one-step invoice that does not have a sales order, in Invoice Data Entry on the Totals tab, enter the Deposit Amount and Check Number. The deposit applied is printed on the invoice and also reported on the Deposit Recap and the Daily Sales Journal. The deposit available also appears.
- When the invoice is updated to the Open Invoice file after the Sales Journal is printed, the invoice balance is the invoice total less the deposit amount applied. General Ledger postings from the invoice update debit the deposit amount to the Customer Deposit account and credit the Accounts Receivable account.