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Scenario: Deposits can be entered into the system months before a service is added or activated on that account. You need to be able to accept that deposit and track it but because there is nothing to apply it to, you cannot have it sitting on the customers balance.
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A deposit is added using the Payment section and checked as deposits
A deposit is posted in the deposit balance and does not affect the customers current balance in anyway
A deposit can be disbursed directly to an invoice, there is no option to partially disburse, the system will disburse as much as it can to the invoice
If a partial amount is disbursed, that amount is applied to the invoice and therefore will be reflected also in the account balance
The remaining portion of a partially disbursed deposit will be switched to a regular payment and will be set as auto-disburse. (At which point the system will automatically disburse the payment as need for new invoices or any other unpaid invoices on the system)
A deposit payment does not show up on the invoice (it only shows on the invoice when it is disbursed, at which point it ceases being a deposit. It is considered a payment at that time and follows standard rules for showing payments on the invoice)
If a deposit that is disbursed is greater then the invoice its disbursing to and there are no other outstanding invoices, the customer will have a credit balance
When the deposit is applied to an invoice as a payment and is only partially dispersed, only the partially dispersed amount is reflected on the invoice. The rest simply reflects in the account balance or is otherwise disbursed
When the remainder of the deposit is disbursed to a new invoice, the system will populate the payments and credits section with that remainder value as if it were any other payment.
When applying deposits, there is no need to change any of the check box settings. When anything is disbursed, the system will automatically switch the amount from deposit to payment and will auto select the auto disbursement option
Whether or not an invoice is open or closed does not affect the application of payments
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Load the appropriate account
Click on the Transactions tab
Under the Payments section click Add button
Select the PaymentType
Enter the Amount of deposit and a description in the Detail textbox
Uncheck AutomaticDisbursement
Check Deposit
Click Save
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Disbursing Deposits
Load the proper account and click on the Transactions tab
Under the Payments heading click the ID associated with the deposit
Check the invoice to disburse to, or multiple invoices
Click Disburse
The account in the above scenario will have a credit of $50 showing on the account and the invoice will have a zero balance. The deposit balance will now show zero
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Reporting on Undisbursed Deposit Amounts
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