Deposits

In this article:

Deposit Settings in SingleOps

Set Up (Only if using QuickBooks)

      Set Up QuickBooks & SingleOps Account for Deposits

      Quickbooks Set Up Video

How Deposits Sync to QuickBooks

      How to Use Deposits Video 

Enable & Accept Deposits on Jobs

Apply Deposits to Invoices

Deposit Settings in SingleOps

Setup > Account Settings > search "deposits" in search bar
*Don't see these settings? Contact SingleOps Support Team to enable the Deposits feature in your settings. 

Set Up (Only if using QuickBooks)

Step 1- In Quickbooks: 

1. Create a new account in your Chart of Accounts (e.g. Customer Deposits). This must be an Account Type of "Other Current Liabilities".
   
2. Create a new service in your Products and Services section and associate with the Other Current Liabilities (Customer Deposits) that you just created. 
   Note: You can name this whatever you'd like, and it will sync as an Item to SingleOps. 
3. Turn off Custom Transaction Numbers setting in QuickBooks

Step 2 - In SingleOps:

Once Quickbooks setup complete and deposit setting enabled:

1. From the SingleOps home page, navigate to Setup > Account Settings
2. On the blue side menu, click QuickBooks
3. In the section: General Ledger Settings find Deposit Item (this section will only be visible after a SingleOps Support Team Member enables the tool)
4. Click the drop down box and from the list of Items, choose the Other Current Liabilities (Customer Deposits) service that you just created.
5. Click Update Settings when finished. Now you are ready to start taking Deposits in SingleOps.

Setup (Only if using Quickbooks) Video 

*Note: Some of the content in this video may reflect a previous version of SingleOps and QuickBooks. For a more accurate guide, please refer to the steps listed above.

How Deposits Sync to QuickBooks

1. When a Deposit is paid, a Sales Receipt is created in Quickbooks. 
2. When a Deposit is applied to an invoice:
   
   1. The invoice will sync to Quickbooks 
   2. A credit memo will be created in QuickBooks to connect the amount deducted from the Sales Receipt to the payment on the invoice. 

How to Use Deposits Video 

*Note: Some of the content in this video may reflect a previous version of SingleOps. For a more accurate guide, please refer to the steps listed above.

Enable & Accept Deposits on Jobs (if using QB or not)

Enable Deposits 

1. From the Edit Job page, scroll to the bottom to find the Additional Options section.
2. Next to Deposits, select Enable
   *Don't see this? Contact SingleOps Support Team to enable the Deposits feature in your settings. 
   
   
3. Additional options will drop down under the Deposits section:
   1. Deposit Type:
      1. Percentage
      2. Flat (dollar) Amount 
   2. Deposit Amount: Type a number into this area depending on what you selected for Deposit Type.
      1. 10 = 10% (Percentage)
      2. 10 = $10.00 (Flat Amount)

Accept Deposits 

Client View

1. Required Deposit is now displayed.
   Note: You may need adjust the totals section of your document templates to include deposit info. 
2. Once the proposal is accepted, the client will be taken to the Pay Deposit by Credit Card screen.
   Notes:
   • A client can pay MORE than the required deposit here but not less. A client does not have to pay the deposit, and can exit out of the credit card window.
   • A client can only make a Deposit one time, and then any subsequent payments would be treated as regular payments.

Internal View 

1. Click the blue Deposit button on a job
2. Click Process Deposit 
3. Add payment details
4. When finished, click Submit Deposit

Apply Deposits to Invoices (if using QB or not)

Deposits will be applied to invoices as payments. This can happen at different times pending the invoice type. 

Apply Deposit Manually (Recurring Per Visit or One Off Jobs)

1. Click the blue Payments button in the top right of the Job or Visit page
2. Select Apply Deposit 
3. Enter amount to apply to the invoice
   Notes:
   • You cannot accept a deposit less than the amount shown on the job.
   • Deposits can not be applied to other Jobs, or used as credits, even if it is for the same client. 

Apply Deposits on Completion (Recurring Per Visit or One Off Jobs)

1. When marking a job or visit completed, the invoice total for that job or visit will be defaulted to apply. 
   *Note: Only Operators and Admins can deselect the 'Apply Deposit' option. 
2. After selecting Complete, the payment is applied and deducted from the total deposit amount. 
   
   *Note: Make sure that Deposits are applied PRIOR to roll-ups being created.