Remember that Deposit Invoices have a special function, in that they can be deducted from future invoices. Review the explanation of Deposit Invoices in the Invoice Overview above.
Find the event in the Event Maintenance screen and click on the Finance tab. The Invoices sub-tab should already be selected.
Click the Create button. If the event is not set to a confirmed status, the Confirm dialog will ask if you want to continue. To continue creating the invoice anyway, click Yes.
The Invoice Wizard will open.
| 1. | Select the radio button next to Create a DEPOSIT – MANUAL invoice (enter your own items). |
| 2. | The Cutoff Date and most of the Options fields will be disabled, as they are not relevant when creating this kind of manual invoice. |
| 3. | However, you can enter a name for the Description of the deposit, and check the Append to Event Name box if you want the deposit invoice description to appear as Event Name: Your Description. |
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In the Invoice Review page, the wizard summarizes the information that will be included in the invoice.
You can edit the information in the Bill To and Invoice Summary fields, as with other invoices.
Review the instructions regarding Bill To and Invoice Summary in Create an Automatic Invoice above.
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The Invoice Detail Item selection grid at the bottom does not initially contain any items or prices.
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| 1. | Add your Deposit item manually by clicking the New button next to the selection grid. |
| 2. | This will bring up the Invoice Detail [New] window. |
| 3. | The Item Date will default to the current date, but can be changed. |
| 4. | “DEPOSIT” will be pre-selected as the Item Type and description, but you can type in an additional Item Description. |
| 5. | Enter the Quantity and Amount charged. |
| 6. | If this item is included in the Budget, choose a corresponding Item. Budget items are set up in Chapter 5: Set Up an Event, Budget Setup. |
| 7. | Choose the applicable taxes from the Taxes tab. |
| 8. | Choose the correct Account Code, Account Suffix and Department from the Accounts tab, if applicable. |
| 9. | Click Save in the bottom right corner of the Invoice Detail [New] window. |
| 10. | The credit item will be added to the Detail Item grid in the invoice. |
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You can edit, view or delete any items you have added to your invoice.
To review those instructions, see Edit, Delete or View Invoice Detail Items above in Create an Automatic Invoice.
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When you have finished reviewing the invoice and have made your desired changes, click Finish. In the Confirm box, click Yes to continue creating the invoice.
The next Confirm box will ask whether you want to print the invoice. If you click Yes, choose the printed invoice format from the Run Report window. For further instructions about printing the invoice, refer to Print or Send an Invoice below.
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