prepayments/client deposits

[cdenton]

I have followed the "help" directions as to how to accept a
customer's prepayment on a sales order - and all went went
as it said it should but for one thing. My GL and my subledger
reports do not match. When I go into Sales Reporting, it shows
a sale has been made for that client, but my GL shows I have
increased both cash and other current liabilities.

This is what I was TRYING to avoid! What IS the best way
to deal with prepayments? I need my sales reports and my GL
to match AND be correct.

[Joey]

When you post a question in here and you say that you followed the Help instructions and something didn't work. That doesn't tell us anything at all to help you with your problem.
What version are you using? What exact steps did you take?

You should have created a current liability account called Customer Sales Deposits and a new Other Charge type Invoice item (NT)called CustDep that links to that new account.
When you first get the money, create a Sales Receipt (not an Invoice) using that new item for the amount and check the box to put the amount into Undeposited Funds so you can deposit the funds. At this point the money is in the liability account and nothing is posted to your Sales Income.
When the job or sale is complete, THEN issue your invoice for the total of the sale as normal. On the last line of the invoice, use the CustDep item as a MINUS amount to reduce the total due from your customer. This also backs it out of the liability account and applies it to the customer's A/R account. Your invoice will show the reduced balance now due.

[cdenton]

Dear Joey:
Thank you for your reply. I apologize for my omission of edition of Qbooks. I am using the Premier Mfg & Wsale 2005 version.

One problem left - My Sales Receipt screen does not have a
check box for "Undeposited Funds". What am I missing?

[Joey]

Check under your Preferences under Sales & Customers. Is the box checked to use Undeposited Funds as the Default for Payments? That will probably govern.
Do a test Sales Receipt and see if it goes there instead of directly into the checking account. You can then Delete it back out.