If all or a portion of a Deposit on a Job is not invoiced when all the job lines are invoiced, this deposit amount will need to be adjusted/ deleted and re-entered as an A/R payment instead. A job will not close when a Deposit balance remains on it. You can easily see whether a Deposit has been used on invoiced lines both in the Deposit tab, where the Status will state “Invoiced”, and in the Job History tab where the Unused and Applied Deposits are broken out.
To apply an Unused Deposit to invoices that have already been created you must first adjust the extra funds in the Deposits tab on the job. Highlight the applicable deposit and either select Change or Delete depending on whether it is a partial deposit that needs moved or you need to move the entire deposit.
NOTE: If you are moving a Partial Deposit, enter the amount of leftover deposit (that has not been applied to an invoice) in the Adjustment box after selecting Change Deposit.
After selecting Update a pop up will ask whether you want to "Return by Company Check?". Because you are making a documentation correction, not processing a refund, you will answer "N". This sends the amount to your Customer Payment Register as a negative and you can then Close the Job.
Go to Accounts Receivable, Post Customer Payments, and select the Customer ID of the Customer who made the payment to re-enter it. Enter a payment in the amount of the Deposit balance using the same Period/Date/Payment Type as was on the adjusted Deposit. This payment can then be applied to existing Invoices or left as an open Credit on the account.
To clear the correction from your Customer Payment Register you will select both the Deposit Adjustment and the added Payment together to create a zero total deposit and keep your Bank Rec in balance.