Make Deposits

This section explains how to apply deposits to invoices. A Deposit is the amount of money placed on a bank account, in this case, a payment received from a customer for their flower purchase.

Make a new Deposit

This is the primary page for making a deposit.

Home / Accounting / Account Transactions / Make Deposits https://farm.unosof.com/index.cfm?event=MakeDeposits.Form

Click on the drop-down menu and select the Customer / Payer to apply the deposit to. Hit the Select Payer Button to proceed.

Make Deposit Page - Select Payer

The page will show all the open invoices from the customer selected. This is where you enter the deposit information.

Make Deposit Page

Before we apply any amount, decide if you want to apply this automatically or not. If you choose to apply automatically, then, UNOSOF shall always try to apply the maximum amount possible to the oldest invoices first.

In case, it is desired to apply the deposit to only specific invoices that are not necessarily the oldest. Then, you need to checkmark "Disable Auto Apply".

To proceed to make a deposit, Select Enter a New Deposit from the drop-down menu in the center of the page.

Enter a New Deposit

Select the Deposit Account (Bank) and the Date of Payment.

Deposit Account and Date of Payment

In the Ledger Amount field, type in the amount of money ($) that entered into the bank account.

Ledger Amount

Select the invoices you would like to apply the deposit ($) to, by checking the boxes "x" as shown in the picture.

Please note:

1. The Apply Amount field (next to the Ledger) will show the total amount applied to this deposit.

2. The system will show the amount ($) applied to each invoice in the "Applied" column. You can edit this number to the desired value.

3. The Balance left column will detail if there's a pending amount to be paid in each invoice.

Select invoices and applied amount

To enter Commission or Bank Charges, find the grey box on the bottom right of the page.

Commission or Bank Charges Box

Check the boxes and edit the amount ($) of commissions or bank charges.

Select and edit fields

Some companies, do not manage bank charges as a cost, they actually apply credit notes instead, in order to post these to the SRI.

Note: If there is any bank charges or commission, the Deposit Amount should show the ledger amount minus any bank charge and/or commission. The applied amount is how much money gets applied to the invoices without bank charges.

ledger - bank charge = deposit amount

Some companies manage a Multi-RUC structure. In that case, we recommend applying the deposit amounts specifically to the company where you wish to distribute the money too, see the input fields in the blue bar.

To save the deposit, click on Save Deposit button on the right upper side of the page.

Save Deposit Button.

Register a Pre-Payment

To register a Pre-Payment follow the same process to make a deposit.

In the Ledger Amount field, type in the amount of money ($) that entered into the bank account.

Uncheck all invoices and note that the Apply Amount is $0.00

To save the Pre-payment, click on the Save Deposit Button on the right upper side of the page.

Save Deposit Button

After Saving, a new window pops up, with the Deposit receipt.

Deposit Receipt

Apply Pre-Payment

Click the option ENTER A NEW DEPOSIT to check for pre-payments.

1. Select your prepayment.

The option Ledger Amount shows the balance left of that deposit.

2. Enter the amount you want to apply to invoices in Apply Amount.

3. You can check the invoices to where amounts are applied.

4. Choose the current date on which this pre-payment is being applied.

NOTE: Date of Payment for the pre-payment application should be the application date.

Example: This pre-payment was made on the 21/JAN/2022, but the application date for the selected invoice is on the 24/FEB/2022.

5. Finally, click on Save Deposit.

Apply a Pre-payment

Report Un-Applied Deposits.

Go to accounting reports, and check Unapplied Deposits.

Commission Management

Check the article with our explanations and reasonings via the following link: Commission Management