Creating a Deposit Invoice

You can create deposit invoices for approved sales orders. Creating a deposit invoice generates an invoice record with an invoice line of type "Deposit". A single sales order can have multiple deposit invoices associated with it.

After creating a deposit invoice, the Deposit Amount and Remaining Deposit fields on the related sales order update. Both fields reflect the sum of all deposit invoice lines from deposit invoices created from the sales order.

Note: This applies when you create a deposit invoice from the sales order using the Create Deposit Invoice button. The fields are not updated when you manually add a new deposit invoice line. Therefore, we recommend that you always use the Create Deposit Invoice button.

The Deposit Amount and Remaining Deposit fields are also automatically updated when you credit or void the deposit invoice. In those cases, both the deposit invoice lines created using the Create Deposit Invoice button and the lines that you might have created manually are included in the sum.

You can create a deposit invoice as follows:

  1. From an approved sales order, click Create Deposit Invoice.
  2. In the Deposit Amount field, enter the deposit amount.
  3. Click Create Deposit Invoice.
  4. Complete the invoicing process for the sales order doing one of the following:
    • For drop-ship processes, create a new invoice using the Review Invoice button on the sales order. For more information, see Reviewing an Invoice.
    • For inventory processes, the sales order must be approved so that a new invoice is automatically generated. Follow your standard approving process for sales orders.

If you export any of the invoices created in step 4 to Accounting, the deposit invoice lines are applied to these SCM invoices, but also to the originating sales order and to the sales invoice resulting from the export. For example, if the original invoice is for a total of USD 5000, and the deposit invoice is for a total of USD 2000, when the invoice is exported to Accounting:

  • The deposit invoice line of USD -2000 is added to the original SCM invoice and also to the sales invoice, both of USD 5000. The remaining amount due is USD 3000.
  • The amount in the Deposit Consumed field of the sales order increases by the total amount of the deposit lines that are applied to the invoices.
  • Any remaining amount in the Deposit Amount field of the sales order is applied to the next invoice.
Note: The amount in the Deposit Amount field of the sales order is consumed completely when it is equal to the amount in the Deposit Consumed field.