How to raise a deposit invoice for an order

To record a prepayment on a sales order, in order for the payment to be allocated to a invoice, and apart from saving the payment as a prepayment on Xero, try this method to raise a deposit invoice.

(Step 1 of 4) Setup:

If not created already, setup a new non-diminishing product SKU called DEPOSIT (or similar), and edit its GL mapping to assign the relevant Xero GL account for the sales income field. This GL mapping is important because when the deposit invoice is synced to Xero, the value goes into this account rather than the default sales GL mapping account.

(Step 2 of 4) Raise a deposit invoice:

1. Edit the existing sales order that contains one or more product lines
2. Add a new line for DEPOSIT:
   • Qty: 1
   • Value: the prepayment amount
3. When ready, click "Ship out & invoice"
4. If the "Quantity to ship out" column have been pre-filled, click "Restart" to reset the dispatching qty
5. Enter the qty of 1 into "Quantity to ship out" just on the DEPOSIT line
6. Commit the delivery
7. At this point, an invoice will be created.
8. And in turn it will be sent to Xero

(Step 3 of 4) Allocate payment to the deposit invoice:

When the deposit invoice has been synced to Xero, the prepayment can be allocated against it.

After that, this payment amount gets downloaded and saved onto the invoice and order on Qblue.

(Step 4 of 4) Tidy up:

It is very important to remember to enter a new deposit line with a negative qty (into the same order) to offset the deposit line that was entered on the above.

1. Add a new line for DEPOSIT:
   • Qty: -1
   • Value: the initial deposit amount
2. This line and the last DEPOSIT line total value must sum to zero.