Provide better accounting for customer deposits so there is a separate subsidiary ledger of such payments that provides a clear record of all such transactions including: 1) Ability to generate invoices for deposits, including multiple progress bills 2) Clear audit trail of receipt of multiple deposit to include customer, Ck# and related SO or invoice 3) Unapplied deposit detail trial balance by customer which balances to the customer deposits liability account
by: Larry E. | over a year ago | Sales & Distribution
Comments
A common request from users!!!!!!!!!
Couldn't agree more!! You should have to enter the deposit first in Cash Receipts, then have a lookup on the Sales Order/Invoice to pick a deposit from a list of unapplied deposits currently on file. Could work similar to the "prepaid invoice" field/functionality in AP. Just filling in amounts in a Deposit Amount field is so ripe for errors and there is no tracking whatsoever. This is something I hear about from auditors, and rightfully so.
Absolutely need this. We have customers that spend hours and hours keeping tract of customer deposits. Need to differentiate a customer deposit from a customer overpayment in AR.
IIG's Credit Card Module does all of this, and allows transfers between customers, to and from orders, and has a full audit trails. It tracks customer deposits on orders and posts them to both G/L and B/R...and has for 15 years.
I just got YET ANOTHER complaint from a client about what she called the "absolutely horrible way" MAS200 (Sage 100 Advanced) does not handle Customer Deposits. When I demonstrated how the deposit amount and check # can be added to the Sales Order, she was thrilled - UNTIL she began asking THE QUESTION.....where does it post?? To which I replied....Sales Orders do not post to anything........Did you see my print a register and answer an Update prompt? After I explained they must enter the deposit through Cash Receipts, and enter the check# and amount on the Sales Order / Total tab, she about came un-glued. All I could say was...Yes, the process could use some improvement......
It's annoying to enter a check from a customer, only to find that their account balance is less than the check. We have to enter the account balance, then keep track of the overpayment separately. It should just go into their account as a credit that can be applied the next time they buy something.
IIG's Credit Card module does do all of this but IIG's inability to keep up with Sage upgrades in addition to the difficulty our reseller has had with new upgrades and updating our Crystal forms and reports with IIG data tables, has caused us to get rid of IIG. Now we're back to this issue of manually maintaining the liability GL account for customer deposits through cash receipts entry. If only the Asset GL account in AR Payment Setup didn't override the Customer Deposit GL account in SO Setup Options. Seems like a logical solution would be to fix that.
another idea: Deposit type drop down should be:
Cash
Credit
Customer Deposit
Invoice No. drop down should be:
Invoice No.
Sales Order No.
Recording Customer Deposits:
Select Customer Deposit as Deposit type, and enter the Sales Order number to apply it to, Cash receipt should post to the customer Deposit GL # set up in options, and post to the Sales Order as Deposit with check number, and in Customer Inquiry the Payment reference number should show customer deposit
OK I can't believe it's been over a year & still no enhancement. I am new to sage & can't believe this simple process is not available. There are a lot of credit card payments & prepayments that occur in today's world.
Simple enter cash in AR, when in SO, click a link to the customer payment file to determine if an open amount is there, grab it, apply & when order/invoice is posted. The cash is applied to the invoice & customer receives 0$ invoice
It can be so difficult, if not impossible, to track down details of a payment, especially if it happened more than a few months ago. It's embarrassing to have no way to track a customer's payments and see just what invoices were paid with each check, since transactions disappear from that tab after some undetermined amount of time. Invoice history inquiry shows only invoice details, nothing about payments. With our old, DOS-based software that hadn't been updated since the 90s, we could not only see every one of a customer's invoices without having to click on a separate window, we could also see every one of their payments and track exactly which charges they were applied to. It also automatically applied any overages to that customer as credit, without having to make a special entry. More detail and better transaction tracking would seem to be beneficial for every business.
I will add my vote to the cause. Visibility of the deposit payments would make it quite a bit easier to reconcile daily figures. We currently have to look at a combination of reports to attain what DEPOSIT sales may be out there and not yet rolled up as invoices.
I agree this would be a great improvement!
Agreed!
Agreed. I have a client that processes a large number of deposits and this is a big issue for them.
I've tried repeatedly to get engineers to listen to the need for this report and the difficulty our customers have tracking customer deposits; all falling on deaf ears. Even when I SHOW them while we're at a Sage conference, how it fails to provide a good audit trail, nothing happens. There HAS to be a way to have a sub-ledger to follow these; or better yet, list them directly under the customer's AR balance on the Aging so management can actually see what the customer has prepaid on orders. Not as a reduction of AR, but a number to tie to the GL liability account these post to. Look at how BusinessWorks does it....there's your best example. JUST FIX IT!
While you're at it, apply the same logic and thought to Vendor Deposits, too. This is even more of a nightmare than customer deposits are
Many times we have to enter customer's checks into our system not knowing all the invoices they are paying. I nice easy way to know how much unapplied cash is out there on a given customers check and a convenient way to apply the money to open invoices would be awesome! I'm sort of surprised that this is not a part of Sage's current product
YES!!! You have a TAB 5 Payments in Sales Order that has an option in that Tab that has deposits, why doesn't that immediately post the ledger if I take a CC payment on it? When I first saw that coming from Sage50 I was excited an easy direct way to take deposits. Till I found that it doesn't post them to the ledger until I actually invoice the Sales Order. Which for me could be 2 months down the road. Does Sage not see the insanity in doing Account Reconciliation on that?
The way Sage 100 handles customer deposits is a huge weak spot. Now with component management and having to order 6 months + of components upfront, customer deposits are becoming the norm! In most of the instances the customer has multiple deposits per SO, that feature needs added ASAP AND the ability to see these deposits on all A/R reports. Our customers are so frustrated that they cannot see a simple A/R report including their open deposits!!!
When you enter a deposit on the sales order it should do the accounting entry!