We invoice onyl when the work has been completed but take a deposit prior to this which is recorded on sage.
A new invoice is then raised but the only way to deduct the deposit paid is as a discount or directly from one of the lines of the invoice which is confusing to customers. I have used the deposit tab and indicated the customer has already paid, but although the invoice does say half way down the correct total when the invoice is posted to the accounts the whole amount is shown.
The only way I can then get the correct amount to show on the system is by raising a credit or making a correction to the invoice total.
What i do in this scenario, is when the invoice is raised, there is a tab for payment details. In this tab post the deposit payment to the invoice not the other options.
When you print the invoice it will show the amount paid and the balance due on the invoice. When you update the invoice you will see in the customer account that the invoice is part paid, waiting for the outsatnding amount to be posted to it.
Thanks for your advice, I have done this but if I select post to invoice the amount is again posted to the bank money which has already been recieved so this throws the bank balance out?
Sorry just re-read your post, and you say that you invoice only after completing the work.
The only way I can think of doing it without raising an invoice in advance is to simply post the deposit to the customer account as a "Payment on Account". When the invoice is raised to the customer, receive the balance due, and the payment on account, against the invoice.
That way you are not double banking the deposit
Another possible way (a bit long winded though) is to create a "New Quote" and create a quote just for the deposit, and allocate the payment to the invoice (as below). When the work is complete edit the quote to change and add your new items, and convert to invoice. The new invoice will show the deposit paid and deduct it from the total. When you get the balance receive it against the invoice. Everything should balance
I am not sure it is an easier way, just a way I do it for 1 client who receives a deposit in advance of supplying the goods, we do it in two stages
1. raise a vat invoice for the deposit, which is then posted to the balance sheet 2. then when the work is completed raise an invoice for the remainder and transfer the value of the deposit from the balance sheet to the p&l
Or
You could do as Bill suggests and just post the deposit to the customer account as a payment on account and allocate this against the invoice after the invoice has been raised.
