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
• Recording 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 just a PDF that can be sent to a customer informing them that they owe a deposit for a job.

After the deposit amount is received, you can record the deposit in Flex and it will apply toward the total of a 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 Workbench Menu of a Quote, then you will have to enable it.

1. On the Projects menu, click Project Elements.
2. Double-click Quote.
3. Click the Reports tab on the Quote settings page.
4. Click the check box next to Deposit Invoice (in the Instance Level Reports section).
5. Click UPDATE.

Modifying the Deposit Field Settings

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

Entering a Deposit on a Quote

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

1. Enter a numerical value or percentage in the Deposit field.
2. Enter a due date in the Deposit Due Date field.
3. Click ACCEPT when done editing.

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 (in the Reports section).
3. Choose the report parameters (Report Format, Paper Size, Page Orientation).
4. Click GENERATE REPORT (to download the report immediately) or EMAIL ME (to have the report sent to your email).

Recording a Deposit Payment

If you receive a deposit payment from the client, you can record that on the Quote.

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

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.