Customer Deposits - Cost Control Software

Customer Deposits for Ver: 3.x, 4.x, 5.x, 2009 Classic 

(RTC Version works the same, but no manual) 

Customer Deposits Add-on enables you to record and track deposits (down payments) made by 

customers. Deposits are tracked separately from accounts receivables and they have their own 

entries table separate from the customer ledger entries. There are two types of deposits: 

“Deposits on Account” and “Deposits on Orders”. 

A “Deposit Account No.” has been added to the Customer’s Posting Group. When deposits are 

posted they will now credit a deposit account. When Sales Orders are posted with a deposit 

applied to them, the standard posting process is maintained with the additional posting of the 

deposit, which now debits the deposit account and credits the accounts receivables by the deposit 

amount. 

Customer Deposits can be entered in either of two areas in Sales & Receivables. Simply enter 

customer deposits in the Cash Receipts Journal and later apply the deposit to one or more sales 

orders. Or you can enter a deposit directly on a Sales Order. (Deposit Tab) This is like adding 

it “on-the-fly”. 

Customer Deposits can be applied to multiple orders. The Deposits Entry table has it’s own 

detailed entries which tracks and stores the history of how the Deposit was applied.

Customer Deposits is fully compliant with basic and advanced dimensions. Deposits are stored 

historically in the Deposits Entry table as well as in the Posted Invoice History. Drill downs, 

lookups, and navigate are all features of the Deposits application. 

Sales Orders and Sales Invoice documents print the application of a deposit on the transaction. 

The “Balance Due” is now the last Amount shown. 

Several reports track Customer’s open deposits and the status of the deposit. The Aged 

Accounts Receivables reports also tracks and reports open deposits. Deposits are reported and 

aged separately from the aged receivables. 

Features: 

New Deposit Account in Customer Posting Group 

Enter Deposits in Cash Receipts Journal or on new Sales Order Card. 

Apply old Deposits to new Sales Orders. 

New Field on Customer Card: “Deposits Balance ($).” 

Benefits: 

Accurately present deposits as deposits vs. credits to accounts receivable. 

Speedy Application of existing deposits to new Sales Orders. 

New features in version 37.02 

Added functionality to better allow for multiple deposits to the same Sales Order. 

See more in the Workflow documentation areas. 

When printing the Customer Deposit Aged Receivables report the deposits reported will 

also be date sensitive. 

New fields on Sales Order header to show: Un-posted Deposits and Posted Deposits 

against that Sales Order. 

New features in version 4.01 

New option on the Deposit Setup called "Post by Single Bal. Line" that if checked will 

allow you to post the Cash Receipts Journal Deposits with one balancing account line 

instead of a Bal. Account No. on each line. 

If you use this option than you will want to leave the Deposit Setup field “Bal. Account 

No.” blank. 

When you enter the Balancing Account line on the cash receipts Journal the Deposit field 

should NOT be checked. 

P:\Click here for Manuals\Customer Deposits Instruction Manual.doc 8/17/09 

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Some additional pointers for data entry of deposits when using a single Balancing 

Account Line as shown above. 

Navision’s standard functionality when entering the same Customer No. and Document 

no. on multiple lines, is to add the line together and post one accumulate entry. If the 

customer writes one check that is actually multiple deposits on orders then to prevent the 

system from making one accumulative entry, you must enter the different Sales Order No. 

for which the deposits are to be applied. 

If for some reason the deposits are being entered before the Sales Order No.s are created 

then you will need to differentiate that deposits by different Document No.s for example 

if the Check No. was 7808 then the first line would be 7808-1, and the second line 7808-2 

and so forth. 

In order for the balancing line to have a different Document no. from the rest of the lines 

in the Cash Receipts Journal, you need to go to the Journal Template setup: 


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…..and uncheck the field called “Force Doc. Balance” as seen below for the Cash 

Receipts Journal. 


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Installation Instructions: 

PLEASE READ ENTIRE INSTRUCTIONS BEFORE BEGINNING. 

THE INSTRUCTIONS AND OBJECTS INCLUDED HERE ARE FOR USE WITH A 3.01 

Navision Attain DATABASE OR GREATER. 

These instructions require a working knowledge of the C/SIDE development 

system. 

Add-on object files will arrive with all objects necessary to run the add-on including the 

dependencies. We bundle all add-on products that are needed to work together. This 

allows a one time installation of all the necessary objects. 

The following is a list of all objects that will be modified when Customer Deposits is 

fully implemented. 

Type Count ID Name Version List 

1 1 18 Customer NAVW13.10,NAVUS3.10.01,CD 

1 2 21 Cust. Ledger Entry NAVW13.10.01,CD 

1 3 36 Sales Header NAVW13.10.01,NAVUS3.10.02,CD 

1 4 37 Sales Line NAVW13.10.01,NAVUS3.10.02.04,CD 

1 5 81 Gen. Journal Line NAVW13.10,NAVUS3.10.01,CD 

1 6 92 Customer Posting Group NAVW13.10,CD 

1 7 112 Sales Invoice Header NAVW13.10.01,NAVUS3.10.01,CD 

1 8 114 Sales Cr.Memo Header NAVW13.10.01,NAVUS3.10.01.CD 

1 9 271 Bank Account Ledger Entry NAVW13.10,NAVUS3.01,CD 

1 10 14004490 Deposit Entry CD 

1 11 14004491 Deposit Detail Entry CD 

1 12 14004492 Deposit Journal Line CD 

1 13 14004493 Deposit Setup CD 

2 14 21 Customer Card NAVW13.10,NAVUS3.10.01,CD 

2 15 22 Customer List NAVW13.01,CD 

2 16 25 Customer Ledger Entries NAVW13.10,CD 

2 17 42 Sales Order NAVW13.10,NAVUS3.10.01,CD 

2 18 110 Customer Posting Groups NAVW13.10,CD 

2 19 132 Posted Sales Invoice NAVW13.10,NAVUS3.10.01,CD 

2 20 151 Customer Statistics NAVW13.00,CD 

2 21 255 Cash Receipt Journal NAVW13.00,CD 

2 22 333 Sales & Receivables Menu NAVW13.10,NAVUS3.01,CD 

2 23 397 Sales Invoice Statistics NAVW13.00,CD 

2 24 402 Sales Order Statistics NAVW13.10.01,CD 

2 25 10038 Sales Order Stats. NAVUS3.10.02.04,CD 

2 26 10041 Sales Invoice Stats. NAVUS3.10.01,CD 

2 27 14004490 Deposit Entry CD 

2 28 14004491 Deposit Detail Entries CD 

2 29 14004492 Deposit Setup CD 


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2 30 14004493 Deposit to Apply Ledg Entries NAVW13.10,CD 

3 31 14004490 Sales Order for CD NAVUS3.10.01,CD 

3 32 14004491 Sales Invoice for CD NAVUS3.10.01,CD 

3 33 14004492 Deposit Entries Report CD 

3 34 14004493 Open Deposit Status Report CD 

3 35 14004494 Aged Accounts Receivable -CD NAVUS3.01.02,CD 

3 36 14004495 Customer Statement - CD NAVUS3.10.01,CD 

5 37 12 Gen. Jnl.-Post Line NAVW13.10.01,NAVUS3.10.02.04,CD 

5 38 80 Sales-Post NAVW13.10.01,NAVUS3.10.02.04,CD 

5 39 103 Cust. Entry-Edit NAVW13.10,CD 

5 40 225 Gen. Jnl.-Apply NAVW13.10,CD 

5 41 14004490 Deposit Jnl.-Post Line CD 

5 42 14004491 Release Sales Document for CD NAVW13.10,NAVUS3.10.02.04,CD 

5 43 14004492 CustEntry-Apply Posted Deposit NAVW13.00,CD 

Instructions for integrating Customer Deposits into your Database— 

Before starting, you will need to determine a couple of things about your 

database. 

IMPORTANT: Compile ALL existing objects before starting the installation. Resolve 

all compiling errors before starting installation. This assures that when you compile 

objects after the installation, any compiling errors at that time will be caused by the 

installation and not something before the installation started. 

Determine if any of the above listed objects have been modified in the database in 

which you are going to add Customer Deposits. This is easily accomplished by 

starting an import of the appropriate fob file and looking at the import worksheet. 

WE HIGHLY RECOMMEND THAT YOU READ OUR TIPS AND WARNINGS 

PAGES LOCATED AT THE BACK OF THIS DOCUMENT BEFORE STARTING. 

If this is the first time that you are importing Customer Deposits, then the only 

objects that may have conflicts are the base Navision objects. If you find that you 

have modified the same base Navision objects then you will need to manually 

integrate the Customer Deposits changes found in those objects. To assist the 

manually integration process we have supplied a detailed Change Log. 

File(s) available for importing are: CustDeposits.fob 

Start by importing this one file. It contains all the Customer Deposits objects and all 

dependant addon objects. If you have conflicts. Then use the following Change 

Log to read about where the modifications exist and manually integrate the 

changes. 


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1. Copy the supplied “fob(s)”, Documents (This manual), and optionally any 

provided sample databases to your local hard drive for integration and testing. 

2. Start Navision Attain. 

3. Go to Tools, Object Designer 

4. Go to File, Import 

5. Go to provided “fob” - Select Open 

6. You should get the following message. 

7. Say NO. Open the Import Worksheet for review. (always) 

If none of the objects listed above have been modified in the target database you 

can import the object file. When you start the import, you will get a different 

message than the one shown above that states that no conflicts were found, select 

yes to import the objects immediately or select no to open the Import Worksheet. It 

is recommended that you select no so the Import Worksheet will open in all 

cases. 

Even when there are no conflicts you will need to import the .FOB file in two(2) 

passes. 

1. Once the Worksheet is open, go to the Action column and select SKIP on all the 

“base” Navision objects, and make sure the Higher numbered objects 

(14004000+) have the “Create” or “Replace” action and then select OK. 

2. Next do the File, Import process again on the same .FOB file. This time use the 

“Replace All” Button to flag ALL the objects with the Replace action. This will 

guarantee that all of the objects in the .fob actually get imported. 


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You should get a screen similar to this. 

If there are conflicting objects the Import Worksheet will indicate which objects are in 

conflict. If you have any conflicting objects make a list of these objects. These are the 

objects you will have to hand integrate the Sales Customer Deposits changes into. 

Instructions for hand integration of individual objects can be found in the Change Log. 

If some, but not all, of the above listed objects have been modified in your database you 

can import the ones that have NOT been modified by using the Import Worksheet to 

indicate which objects to replace and which objects to skip. Choosing replace next to an 

object in the Import Worksheet will cause that object in your database to be replaced by 

the import object of the same number. Choosing skip will prevent the object in your 

database from being replaced. Select “replace” for all objects NOT on your conflicting 

object list and select “skip” for all objects ON your conflicting object list. Using the 

merge option is not recommended as a means of dealing with modified objects. 

Using this option could make your task much harder. 

8. Select OK ONLY after you have decided to Replace All, OR you have edited the 

Action column on the import worksheet. (Reminder: Please read our Tips and 

Warnings about Navision’s Import process at end of this manual.) You must 

remember the objects that you selected to be skipped due to conflicts, so that 

you can manually integrate the changes later. (Write them down now or take a 

print screen.) 


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9. After saying OK, the Navision Import dialog box will say: create: X and replace 

XX. 

10. At this stage there are new tables, forms, and reports added to your database. 

But they have no data in them. 

11. If you were able to import and replace ALL objects then Compile all the objects. 

Problems or objects that were not able to be compiled will be “marked”. Use the 

View, Marked only choice from the tool bar at the top of the Navision screen 

while still in the Object Designer. If you exiting object designer will remove the 

marks!! And you will have to compile again to know which objects failed. 

12. If there were Conflicting objects or compile errors, please continue reading and 

compare the Change Log to the database objects. 

13. If there are not conflicts or compile errors then you have completed the 

installation and you can skip the change log area and continue on with the Addon 

Setup & Workflow section. 

CHANGE LOG: 

Navigational Pane Information: 

//Customer Deposits 

Navigational Pane Info: 

Administration: 

Application Setup: 

Added Menu Group: Customer Deposits 

Added Menu Item: Form Deposit Setup 

Also 

Sales & Marketing: 

Setup: 

Added Menu Item: From Deposit Setup 


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Customer Deposit Setup: 

The Change Log for: Customer Deposits is a “Change Log” from the Merge Tool. 

(97 pages) 

If you need this document please give us a call and we will e-mail it to you. (317) 

846-6025. 

We have attempted to document all changes within objects in the Documentation 

area of the C/AL code area in each modified object. We highly recommend that 

you first import all the Customer Deposit objects into a updated and unmodified 

database. Then go to Object Designer, click the ALL objects button and then 

filter on the Version Column using the following filter *CD* . 

At this point you will be viewing all the objects modified for Customer Deposits. 

The 14004490 to 14004495 range objects are within the add-on number ranges 

and can be exported and imported immediately. All the other objects need to be 

compared to the objects within the target database. 

UPGRADES: When upgrading to the 3.7 version from a previous version of 

Customer Deposits, there is a one time batch process report # 60000 that needs 

to be run after all objects have been upgraded. 


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Once all the changes have been made, COMPILE ALL objects again. If compile 

errors still exist, Navision will mark the problem objects and you will need to 

double check the integration in your database with the change log. 

If you are sure that all changes are installed in the database and the compile 

errors continue, please contact you NSC immediately. 

If all objects compile (and they should), then continue on with the Setup & 

Workflow instructions. 


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Customer Deposits 

Deposit Setup: 

1. Deposit Setup in Sales & Receivables – 

Go to Sales & Receivables, Setup, Deposits Setup Menu choice. 

See below for a sample of how Deposits are setup: 

The above settings are used when Deposits are entered directly to a Sales Order. When you “Release” the 

Sales Order the Deposit information is automatically sent to the Cash Receipts Journal but the function will 


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need the above information for the automatic entry. See more on how Deposits are entered later in this 

manual. 

New 37.02 – the Auto Apply First Deposit field 

Check this field when you want the first deposit entry to be automatically applied when the Sales 

Order is posted. If a second deposit to the same Sales Order is posted, or any additional deposit beyond the 

first deposit entry, they will not be applied automatically. You must manually apply the additional deposit 

entries in the customer ledger area. 

New 4.0 Version – Setup 

You have the option of the Bal. Account No. to be entered on each Payment Line same as version 3.7, or 

you can leave it blank and check the new field “Post by Single Bal. Line” so when the Payment Lines come 

in automatically as the Sales Orders are Released they do not have a Bal. Account No., and you will enter 

the “One” Balancing Account Line before you post the Payment Journal. 

User often prefer to post a payment journal with one balancing line which will reflect the total amount of 

the deposit to the bank, vs. seeing a bank ledger entry for each payment line. 

2. Enter the Deposit Account No. in the Customer Posting Groups – 

Go to Sales & Receivables, Setup, Customer Posting Groups Menu choice 


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Enter a Deposit Account No.. 

3. Go to Sales & Receivables Setup, Report Selections Sales, and change the Sales Order to # 14004490 

and the Sales Invoice to # 14004491. 

4. Add the Deposit Documents and Reports to the Sales & Receivables Reports and Documents menus. 


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Basic Workflow Diagram: 

Entry 

Option 1. 

Cash Receipts 

Release 

Sales Order Header 

New Entry 

Entering Deposits: Deposits can be entered in two ways. “Payment Deposit Entry” 

(Option 1) in the Cash Receipts Journal, and “Sales Order Entry” (Option 2) on Sales 

Orders. 

1. Deposit Entry via the Cash Receipts Journal: 

Go to Financial Management, Cash Receipts Journal - Entry is the same as entering a payment except 

you check the Deposit field. Deposit Amounts are entered as negatives just like payments. You do not 

enter an Applied-to Type or Applied-to Doc. No.. The assumption is that Deposit payments are made 

prior to the Sales transaction being posted. 

If the related Sales transaction is posted and the “deposit payment” is to be applied to the posted 

invoice, then this would NOT be considered a “deposit” transaction for this application. In such a case 

you would enter the payment without the deposit flag. 

Posted Deposits General Ledger Entries: 

- Debits the Bank Account No. 

(makes a Bank Acct. ledger entry too if you use Bal. Account Type of Bank) 

- Credit the Deposit Account No. 

New 37.02 – We now allow the Sales Order No. on the Cash Receipts Journal to be entered. 

However you cannot change the Sales Order No. on a Cash Receipt entry that came form a deposit 

entered on a sales order. You have always been able to enter deposits directly into the Cash Receipts 


Post 

Entry 

Option 2. 

Apply Deposits or 

Enter New 

Applied Deposit 

Lookup 

Customer 

Card 

Deposit Entries 

Customer Ledger 

Apply-to Deposit After 

posting too. 

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Journal and now you can designate the sale order no. to which the deposit is to be applied. 

Remember you can get the system to automatically apply the first deposit (see Deposit setup) but 

additional multiple deposits are manually applied from the customer ledger area once the Sales 

Order is posted. 

It is also possible to manually apply additional deposits (one deposit per post) if you are partial 

posting the Sales Order and want to apply different deposits to each additional posting. 

We have not applied a specific filter to only view deposits entries with the sales order no., to allow you to 

apply any deposit that that customer has made, however this can be an option now that deposits can have 

sales order numbers specified on the cash receipts journal. 

Posted Deposit Entries: 

- The Deposit entry is stored historically in the Deposit Entry table. You can view this 

table from the Customer Card or Customer List. Select the menu choice Deposit 

Entries from the Customer Menu button. 

- When first posted, the Remaining Amount will be the same as the Deposit Amount. 

- As the deposit gets applied, the Remaining Amount will reduce until it becomes zero. 

There are “Detailed” entries that track how the deposit was applied. To view the 


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- “Detailed” entries click the Applied Entries from the Deposits Button. 

2. A Deposit Entry on a Sales order: You enter the deposit information on the 

deposit tab on the Sales Order Header. There are two types of entry on the Deposit Tab. 

A. You are entering a deposit for the first time or 

B. You are applying an existing (previously posted and still open) deposit 

A. Entering a Deposit for the first time: 

- Go to the Sales Order, deposit tab. 

- Check the “Deposit Entry” field. This tells the system that you are entering a deposit 

not applying a deposit and you will see the fields displayed change. 

- Enter the Deposit Entry Doc. No. (typically the customer’s check number) 

- Enter the Deposit Entry Amount. 

- Deposits are entered as negative amounts. 


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RELEASE a Sales Order with a first time Deposit Entry: 

Using Navision’s standard procedure of Releasing the Sales Order will trigger the Deposit application to 

send the Deposit Entry to the Cash Receipts Journal. Remember the Deposit Setup information is required 

for this part of the Deposit application’s functionality. The presumption is that even though the order entry 

person is directly entering the deposit to the Sales Order, the customer’s payment (check or cash) needs to 

be passed to the individual in the company that handles incoming cash and makes the bank deposit. The 

automatic entry of the cash receipts journal line saves another person from having to make the entry. 

The actual (physical) bank deposit is made up of deposit funds along with normal payment on account 

funds. The Cash Receipts Journal can have deposits and account payment entries in the same journal. It is 

simply user preference if you want to send the deposit entries to the same journal that you use for regular 

account payments. Your preference on where Deposits are sent is done in the Sales & Receivables Setup 

menu choice called Deposit Setup. 

View of a Deposit entry on the Cash Receipts Journal: 

CORRECTING ERRORS: 

When the Deposit entry is sent to the cash receipts journal the Deposit Amount on the Sales Order becomes 

non-editable. However, you can edit the Deposit Document No. and the change will be made on the CR 

journal too. You are not allowed to edit a cash receipts line that came from a sales order. You can 

however delete the cash receipts journal with a warning that the Deposit entry on the Sales Order will be 

deleted too. At this point you can start over again making the correct entry. 

POSTING SALES ORDERS WITH DEPOSITS: 

You can not post the sales order with a direct deposit entry until the deposit has been posted from the cash 

receipts journal. You will know when the sales order can be posted because the Deposit information on the 

Deposit Tab changes after the Deposit is posted. The new look on the Deposit Tab will display the Deposit 


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Entry No., Posting Date, Document No., Deposit Amount and an Editable Deposit Amount Applied. As 

seen below the section on “Posting the Cash Receipt Deposit”: 


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POSTING THE CASH RECEIPT DEPOSIT: 

ENTRIES IN GENERAL LEDGER: 

- Debits the Bank Account No. 

(makes a Bank Acct. ledger entry too if you use Bal. Account Type of Bank) 

- Credit the Deposit Account No. 

ENTRIES IN THE DEPOSIT ENTRIES TABLE: See view from the Customer Card below. 


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View of the Sales Order after the CR Journal is Posted. 

B. Application of open deposit entries to Sales Orders: 

- Go to Sales & Receivables, Orders, Deposit tab. 

- From the “Deposit Entry No.” field, use the lookup arrow to view existing open 

deposits for the 

- Order’s Bill-to Customer. When the Deposit Entry No. is selected you will see the 

deposit fields automatically fill in and the “Deposit Entry” field is removed. The 

deposits functionality will automatically fill in the “Deposit Amount Applied” with 

what is remaining on the Deposit. You may receive messages that tell you that the 

Deposit you selected has also been used on other Orders. This is allowable as long 

as the total amount being applied on all orders is not more then what is remaining on 

the Deposit entry. The Deposit application does all the checking and tells you if the 

deposit is over applied or simply returns what is available to be applied. 

- You now have the option of changing the amount you wish to apply to this order. 

- Deposits are entered as negative values. 


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Posting a Sales Order with an applied Deposit: 

Remember for automatic application of Deposits when you post the 

Sales Order, the Deposit must Exists in the Deposit Entries Table and 

you have to enter the Deposit Entry No. on the Sales Order. You can 

tell if the Deposit is attached to the Sales Order by the way the Deposit 

Tab displays the Deposit information. See Bret Barkowski’s sales 

order just above section B. 

Effects on Tables after Posting: 

Deposit Entry: 

The Remaining Amount will be reduced by the amount applied. When the Remaining amount is zero the 

Deposit Entry is closed. 


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Deposit detailed entries: 

An entry is created to show the amount that was applied. In most cases the full Deposit amount is applied 

all at one time; therefore, you will only find one detailed entry. However, when larger deposits are applied 

to several sales orders, there will be a detailed entry for each application. 

Click on the Deposits button on the Deposit Entry form and select the Applied Entries 

Customer Card: 

In our example we posted the full deposit amount of $ -40.00 with Sales Order No. 6017. This deposit 

originated as a direct deposit entry on the Sales Order. We Released the Sales Order and posted the Cash 

Receipts Journal. We posted the Sales Order without editing the Deposit Applied Amount so the full $- 

40.00 was applied. Notice the customer card shows that Bret Barkowski still has a $-50.00 open deposit. 


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Customer Ledger Entries: 

The entry of a customer ledger line representing the Sales Invoice will be standard. The Remaining 

Amount ($) on the Sales Invoice line will be what is left because of the deposit application. Another entry 

will appear in the customer ledger which will represent the application of the deposit. You will be able to 

use the “applied entry” lookup to see how the deposit was used. Also using the applied entry lookup on the 

invoice will show the deposit. 

Noticed the Sales Order No. 6017 amount reduced by the $-40.00 deposit. 

Notice the Deposit line now appears in the Customer Ledger with zero amount remaining. 


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General Ledger Entries: 

The following represents the GL postings. 

{...previous posting of the deposit payment - Credited the Deposit Account for $100 and 

Debited the bank account for $100…} 

Sales Amount = $450 

Deposit Amount = $100 

Debit Accounts Receivables by $450 

Credit the Sales Accounts by $450 

Debit the Deposit Account by $100 

Credit Accounts Receivables by $100 

Printing Deposits on Documents: 

Print of Sales Invoice: 


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Apply Deposits to Posted Invoices: 

Although most deposits will be applied to Sales Orders prior to posting, you also have the 

ability to post a deposit to posted invoices. If you forget to apply the deposit on the Sales 

Order or you have a remaining open deposits that needs to be applied, you can apply a 

deposit to an open invoice. 

On the Apply Deposits form you can select the available deposit entry and the amount 

you wish to apply. You can apply a deposit to more then one invoice until the deposit’s 

remaining amount is zero. From here you can also apply more than one deposit to an 

invoice. 

You must press F2 to enable editing the Apply to field. 


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As deposits are applied to invoices via the apply-to Deposit functionality from the 

Customer ledger, an applied deposit payment entry will show up in the customer ledger. 

The Document No. on the deposit payment entry will be the same as the Invoice it was 

applied to and the Description field will show you what Deposit entry was used. You can 

easily see multiple deposits applied to an invoice by filtering on the invoice number. If 

you allow the Application of deposits to “Update Posted Invoice” then a flag on the 

Posted invoice will indicate that multiple deposits were applied however you can only see 

the related deposits from the customer ledger as I mentioned above. 

Correcting a posted Deposit Amount : 

There are two possible scenarios for correcting deposits. 

1) The deposit amount is more then what it should have been. 

2) The deposit amount is not enough. 

1) Correcting an amount entered over the actual deposit: 

This process only pertains to Deposit Entries that have not been closed. If for some 

reason the Deposit was posted with an amount larger than it should have been then follow 

these procedures. Use this same process to reduce an incorrectly posted deposit to zero, 

as for example you posted the deposit to the wrong customer account. The process uses 

the ability to post a Sales Order to reverse/reduce a deposit amount. 

The result of the correction will do the following: 

- Credit the Bank G/L Account No. 

- Debit the Deposit Account No. 

- Reduce the Deposit Entry Remaining Amount 

- Create a detailed entry that shows the Deposit was corrected 

- Create a Bank Account Ledger Entry showing the correction 

- Two Customer ledger lines will show the correction, both will be 

applied to each other and closed and will not effect the customer’s total 

sales statistics. 

Enter a Sales Order to the same Sell-to and Bill-to customer the incorrect entry went to. 

Go to the Deposit tab and select the deposit being corrected, in the “Deposit Entry No.” 

field. Next enter the amount of the reduction to the deposit in the “Deposit Amount 

Applied” field. The “Deposit Amount Applied” will be a negative as always. Check the 

field called “Deposit Correction” in the header of the Sales Order. Activating the Deposit 

Correction field will trigger the Deposit Bank Account field to show. You must enter the 

Bank Account where Deposits are sent. Over Deposit Correction Orders should be set to 

Tax Liable = No. 


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Now Go to the sales lines and enter a Type of Account (G/L). The “No.” field must be 

the Bank Account associated with the Bank Acct. Posting Group. Entering the “A” for 

Type Account (G/L) will automatically find the right GL Account No. if the Bank 

Account is entered correctly on the Sales Order Header. Enter a quantity of one and the 

same adjusting amount, as in the header deposit amount applied field, in the Unit Price 

field. Excl. Tax field. IMPORTANT: The amount entered on the line is positive. You 

can only enter one line on an over deposit correcting sales order. 


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The following screen print shows you an over deposit correcting entry. We are reducing 

deposit entry no. 19 by $–30.00. This happens to be the total amount of this deposit 

entry, so we are in fact closing this deposit entry entirely. 

Now post the Sales order. The Correction flag will appear in several places and the 

following is how General ledger will be effected. 

Debit to AR by correction amount (customer posting group) 

Credit to Bank Acct. by correction amount (line entry – correct the bank account) 

Credit to AR by deposit applied amount (nets zero for this correcting invoice) 

Debit to the Deposit account by deposit applied amount (corrects the deposit account) 

The Deposit Entry remaining amount is correct and the detailed entries show the 

correction. 

The correcting customer ledger entries are closed and have been modified so that it is not 

included in the total Sales ($) calculation. 

And the correcting deposit orders also create a correcting bank account ledger line. 


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2) Correcting an amount entered that is under the Deposits Amount: 

In this case the deposit amount was not enough. You have a couple of options. You can 

use correction #1) and remove the remaining amount on the incorrect deposit and then reenter 

another correct deposit or you can simply add another deposit for the increased 

amount. You can apply one of the deposits on a sales order and post, and then enter the 

second deposit using the Apply deposit to a posted invoice function. Remember the 

apply deposits to posted invoices allows for more than one deposit to be applied to an 

invoice. 

Correcting a Deposit that has been posted applied to an invoice: A posted 

“applied” deposit is no longer a deposit. The amount applied has debited the Deposit 

account and credited the Account Receivables account. The applied deposit has been 

recorded as an applied payment to the posted invoice. The correction process in this case 

is no different than correcting a standard posted invoice and applied payment. 

Refunding a Deposit on a cancelled order: Scenario: Customer comes in and 

places an order. They lay down a deposit on the order. The deposit is posted to the 

Customer deposit ledger and bank. The customer comes a day later and cancels the order 

and demands a refund. We refund their deposit (maybe charging a restocking fee). What 

do I do? 

I would go back to the sales order that is being canceled. Reopen it, remove the lines that were 

being sold. Go back to the header and click the Deposit correction box and the bank account 

code to which the deposit was originally recorded. (I am presuming that the original deposit 

entry is showing up as attached on the Deposit Tab....... if not enter it). Go back to the lines 

and enter Type: Account G/L and quantity of one and the same amount as the deposit in the 

header (amount in header is negative, amount on lines is positive). If you plan to charge a 

restocking fee then only enter the amount being refunded in the header and on the line. The 

posting of this correction will be the record of the cash or credit card refund. Use the Posting 

Description Field in the header and the description field on the line to record that this was a 

"canceled order refund". 

If you do not charge a restocking fee, then you would be finished. If you do charge a restocking 

fee, then enter another sales order for the restocking fee and enter the original Deposit Entry No.. 

which will still be open with a remaining amount (equal to the restocking fee) if you followed the 

directions above. 


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Customer Deposits – APPLYING MULTIPLE DEPOSITS 

Upgrade 4.30 

Printing the Sales order has Options to show All deposits applies and a Requested Deposit. See the 

Totaling area below: 


Previously applied payments 

If you have collected multiple deposit payment posted to the same Sales Order, when you post the Sales 

Order you can check a new field call “Apply All SO Deposits”. As the Sales Order is posted all deposits 

that have that Sales Order No. will be automatically applied to the Invoice. 

CAUTION: Check to see that all the deposits that you want to apply show up in the Deposits Posted field 

on the Sales Order Deposits tab. If all deposits are not showing up, you will need to go to the customer 

card and to the Deposit entries and make sure that the “missing” deposit has the correct Sales Order No. 

The Sales Order No. field on the Deposit Entries view is editable if you click in the field. 

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It is also advised that you turn off the “Auto attach first deposit” in the Customer Deposits Setup form, if the 

majority of Orders will have multiple deposits to apply when posting the sales order. 

If you have the Auto Attach First Deposit turned on in the setup area and then remove it from the sales 

order so that you can apply multiple posted deposits, the act of removing the attached deposit will remove 

the sales order number on the deposit entry. This is why you will want to turn off the Auto Attach First 

Deposit if the majority of your orders will have multiple deposits to apply when you post. 

---- end of Caution--- 

The Sales Invoice will indicate multiple deposit payments were applied and will print the total amount of 

the deposit applied on the sales invoice. 

You can also see the Invoice and applied deposits clearly on the Customer Ledger Entries. 


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Support on this product: 

Your local Navision Solution Center will provide support. Please contact them with any 

questions or comments. 

Thank you for following the procedures. We certainly hope you will find great benefit in 

the functionality that this add-on products provides. On behalf of Navision Software, all 

Navision Solution Centers (NSCs) and Navision Service Providers (NSPs) we thank you 

for your business. Do not hesitate to contact your NSC if you are considering 

modifications or are in need of new software functionality. There may just be another 

add-on product that will work for you. Ask your NSC about getting a complete list of 

add-on available. 

Abbreviated list of other Add-on products: 

Business Snap Shot 

Calendar Views 

Defaults Setup 

Executive Summary 

Fast Find 

Field and Control Security 

Line Comments 

Customer Deposits 

Pop-up Notes 

Posted Line Lookup 

Purchase Resources 

Reports Pack (36 Reports) 

Status Views 

Visit: www.costcontrolsoftware.com for more details. 


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Customer Deposits - Cost Control Software

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