How do I create a deposit bill for a purchase order?
If a purchase order (PO) requires a prepayment, you'll need to raise a deposit bill by using a non-diminishing product in Qblue that represents the deposit. This ensures the deposit payment is correctly allocated in both Qblue and Xero.
Follow these four steps to raise a deposit bill.
Set up a deposit product SKU
- Go to Products, then select Products / Sku variations.
- Create a new non-diminishing product SKU and name it, e.g. PODEPOSIT
📝Note: you can also edit its GL mapping for deposits under the Purchases field. This ensures the deposit bill syncs to the correct account in Xero, instead of your inventory account.
Raise a deposit bill
- Go to Purchases, then select Purchase orders.
- Click on the PO, then Edit products.
- Add a new product line for your deposit SKU (e.g. PODEPOSIT).
- Quantity: 1
- Value: the deposit amount
- Click Save item.
- Click Receive.
- Click Restart to reset the receiving quantities.
- In the PODEPOSIT line, enter 1 under Quantity to receive.
- Click Commit.
What happens next?
- For local suppliers: if "Create bill" is enabled, a bill will be created automatically.
- For overseas suppliers: proceed through the landed costing process, but do not enter any additional fees, as this is a deposit bill. Finalise the costing to generate a bill for the PODEPOSIT line only.
Allocate the payment to the deposit bill
Once the deposit bill syncs to Xero, allocate the payment to this deposit bill in Xero.
The payment will be downloaded and applied to the PO in Qblue.
To view it, either:
- On the PO page, click Show prepayments, or
- On the PO page, click on the PO and check the Prepaid amount under the Summary panel on the right.
Offset the deposit line
To ensure the net deposit value on the purchase order totals zero, clear the deposit from the PO:
- Add a new product line for PODEPOSIT in the same purchase order:
- Quantity: -1
- Value: enter the same deposit amount as before
⚠️Note: be sure to enter the quantity as a negative value.
