Sending a Deposit Invoice

• Overview
• Enabling the Deposit Invoice on a Quote
• Modifying the Deposit Field Settings
• Entering a Deposit on a Quote
• Generating a Deposit Invoice PDF
• Applying a Deposit Payment

Overview

You can send a Deposit Invoice from a Quote that shows how much of a deposit is required and the due date of the deposit.

Keep in mind that the Deposit Invoice report does not create an actual Invoice within Flex. The Deposit Invoice report is a PDF that can be sent to a customer informing them that they must pay a deposit for the job.

After the deposit amount is received, you can record the deposit in Flex and it will be applied toward the total of the job.

Enabling the Deposit Invoice on a Quote

By default, the Deposit Invoice report is enabled on the Quote element. If you don't see the Deposit Invoice option under the Reports section (in the right-hand Workbench Menu) of a Quote, then you will have to enable it.

1. On the Main Menu, select the  Projects menu and click Element Definitions.
2. Double-click Quote.
3. Click the Reports tab on the Quote settings page.
4. Select the check box next to Deposit Invoice (in the Enabled Element Level Reports section.)

Modifying the Deposit Field Settings

1. On the Main Menu, select the  Projects menu and click Element Definitions.
2. Double-click Quote.
3. Click the Field Settings tab on the Quote settings page.
4. Edit the deposit related fields. 
   • Deposit:
     • Enabled: Determines whether or not the deposit field will show when creating/editing a Quote. This field requires a numerical value to be input.
     • Inherited: Determines whether or not the deposit field will inherit information from a parent element (like an Event Folder).
     • Override: Determines whether or not you can override the inherited value in the deposit field.
   • Deposit Due Date
     • Enabled: Determines whether or not the deposit due date field will show when creating/editing a Quote.
     • Inherited: Determines whether or not the deposit due date field will inherit information from a parent element (like an Event Folder).
     • Override: Determines whether or not you can override the inherited value in the deposit due date field.
   • Deposit Percentage
     • Enabled: Determines whether or not the deposit percentage field will show when creating/editing a Quote. This field allows you to enter a percentage required for the deposit, as opposed to a numerical value.
     • Inherited: Determines whether or not the deposit percentage field will inherit information from a parent element (like an Event Folder).
     • Override: Determines whether or not you can override the inherited value in the deposit percentage field.

Entering a Deposit on a Quote

You can enter a deposit when creating a new Quote, or by clicking Edit Header (in the right-hand Workbench Menu) on an existing Quote.

1. Enter a numerical value in the Deposit field or a percentage in the Deposit % field.
2. Enter a due date in the Deposit Due Date field.
3. Click OK.

Generating a Deposit Invoice PDF

1. Open the Quote that you want to generate a Deposit Invoice for.
2. Click Deposit Invoice in the Workbench Menu (within the Reports section).
3. Choose the report parameters (Report Format, Paper Size, Page Orientation).
4. Click Generate Report to download a PDF of the Deposit Invoice

Applying a Deposit Payment

If you receive a deposit payment from the client, you can apply that to the Quote.

1. Open the Quote that you want to apply a payment to.
2. Click Enter Payment in the Workbench Menu (in the  Financials section).
3. Enter the payment details.
4. Click OK.

A new element called a Received Payment will be generated as a child to the Quote. The entered amount will also be subtracted from the total price of the Quote.