How to handle Customer deposit in QuickBooks

How to handle Customer deposits in QuickBooks?

Throughout the years, I have seen numerous ways that customers handle the client stores. There is the invoicing technique and the diary section strategy.

Certainly the easiest demanding strategy that most organizations use is invoice the client. This achieves the requirement for the client to have an archive on which to pay the store and for the business to control extraordinary stores. Endless supply of the store cash, it is posted against the store receipt. The thing Client Deposit is planned to a current risk account called client stores. At the point when the last receipt is delivered, at that point the client store thing is put on the last receipt as a negative which balances the obligation account and lessens the receipt. Most definitely everything looks OK.

  • Most definitely, the dollars are completely presented on the proper records.
  • Notwithstanding, invoicing for a store makes such detailed issues and numerous reports for the client.

For instance:

You receive a thing code called Client Deposit or customer deposit. That thing code is planned to an asset report account called client deposit liability which is a current risk account on the balance record.

Reports that are influenced by invoicing the exchange:

The store sums are included in these reports making inaccurate gross deals numbers.

  • Deals by client rundown and detail will all show the store as a “deal”
  • Deals by thing
  • Deals Tax Liability will be finished/under expressed by the stores (making potential inaccurate deals charge filings)
  • Transformation of accumulation to money premise asset report won’t converse anything planned to a monetary record accounts, leaving a parity in the records receivable on the Cash Basis Balance Sheet
  • Various exchanges showing up in the client community can create turmoil and mess.

We suggest that you don’t utilize the above strategy due to the reports! The following is a cleaner arrangement with similar outcomes.

Recording Customer Deposits through JOURNAL ENTRIES favored strategy

Outline of steps:

Ask for deposit Payment: Customer is sent a gauge or deals request mentioning the store (non-posting exchange)

Take record of the deposit: Original Deposit is reserved by means of make stores screen legitimately to the client store obligation account

Send deposit to accounts receivable: Upon culmination of the work, or shipment of items, the store is moved to the records receivable record through a diary passage made a credit on account

Apply deposit and invoice: The client is invoiced from the business request and the credit on account is applied to the receipt

Accommodate deposit account: The client store risk account is accommodated

Nitty gritty Instructions:

Records to demand the store

It is ideal to consistently enter as a gauge or deals request – DO NOT USE AN INVOICE. These layouts can be changed to state master forma receipt or solicitation for store.

Get the deposit from the client

The monies will be entered utilizing the Banking Make Deposit window. Try not to enter as a client installment as we have to assign the correct obligation account.

  • Banking Make Deposits
  • Received: Customer name
  • From Account : Customer Deposit Liability Account (other current risk)
  • Update : Reference the gauge or deals request number

Time of shipment/invoicing

  • Move the store gathered from the Customer Deposit Liability Account to the client’s Accounts Receivable record
  • Open up the client store risk register
  • Enter an exchange at the base of the register (basically a diary section)
  • Date = Invoicing Date
  • Ref = Sales Order Number
  • Payee = Customer Name\Job
  • Record = Accounts Receivable
  • Enter a DECREASE equivalent to the sum you are applying to the receipt

Note: this isn’t generally the full store exactly what is being applied on this receipt. This takes into account fractional shipments and halfway applies of stores

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Receipt the activity

  • Open up the gauge or deal request and snap on make receipt. All the things, or chosen things will duplicate into the receipt.
  • Apply the store to the receipt
    • Snap on Apply Credits
    • QuickBooks® will naturally apply the whole store to the receipt, if just an incomplete application is important, supersede the sum to apply.
  • The receipt will currently show the aggregate sum invoiced and the store applied in the installments field.

Note: Your layout should be changed to show the first receipt sum, installment applied and funds receivable. Include the Credits and Payments and Balance Due fields to the layout.

Accommodating the Customer Deposit Liability Account

This is a basic advance to safeguard all stores.

By accommodating the stores that have been completely applied, you likewise can run a report against this record and channel for uncleared as it were. This will give you a rundown of all un-applied or open client stores.

Open up the Customer Deposit Liability Account from the Chart of Accounts

  • In the register itself, Right Click select Reconcile
  • Date ought to be the present date
  • Completion Balance Enter Zero. Snap Continue
  • Clear the store paid (loans ) against the store applied (installments)
  • Click on sections catch and add any payee and update to the screen
  • At the point when Difference = Zero, click accommodate now
  • A Reconciliation Report can be printed.


These are the following ways to perform tasks. But if you are still facing any issue while doing so then without waiting for even min find a QuickBooks proadvisor who will help you in finding the best solution for your error.

One Reply to “How to handle Customer deposits in QuickBooks?”

  1. This is an informative post.Thank You for sharing this.
    we will be talking about the QuickBooks won’t open after Windows update error, especially the causes and fixes of the issue.

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