How do I create a deposit invoice for a sales order?

If a sales order requires a prepayment, you'll need to create a deposit invoice 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 invoice.

Set up a deposit product SKU

1. Go to Products, then select Products / Sku variations.
2. Create a new non-diminishing product SKU and name it, e.g. DEPOSIT.

Raise a deposit invoice

1. Go to Sales, then select Sales orders.
2. Click on the order, then Edit products.
3. Add a new product line for your deposit/prepayment SKU (e.g. DEPOSIT).
   • Quantity: 1
   • Value: the deposit amount
4. Click Save item.
5. Click Ship out & invoice.
6. Click Restart to reset the receiving quantities.
7. In the DEPOSIT line, enter 1 under Quantity to receive.
8. Click Commit to create an invoice that will be sent to Xero.

Allocate the payment to the deposit invoice

Once the deposit invoice syncs to Xero, allocate the payment to this deposit invoice in Xero.

The payment will be downloaded and applied to the order in Qblue, marking the invoice as paid.

Offset the deposit line

To ensure the net deposit value on the sales order totals zero, clear the deposit from the order:

1. Add a new product line for DEPOSIT in the same sales order:
   • Quantity: -1
   • Value: enter the same deposit amount as before