How to Create a Vendor Deposits -Through stand alone payment if you want to send a payment remittance report

To create a supplier deposit payment,

Let us first check the Purchase Order we want to record the supplier deposit with by going to Purchase Module and then selecting the Purchase Order accordingly. In this case, we are having a Purchase Order amounting to $30,250 and we want to create a supplier deposit which is equivalent to $20,000

To record Payments,

1. Go to Accounting Module > Vendors > Payment.
   
   
   
2. Then click on "New".
   
   
   
   
   
3. In this case, we are recording the 20% Payment. Fill up the necessary details as follows:
   • Payment Type: This will be automatically filled as "Send" as we are creating a vendor payment
   • Apply Manual Exchange: You need to tick this checkbox if you need to apply live rates at the time of payment. E.g- when you pay a USD bill using a local bank.
   • Vendor: Select the vendor you are about to pay the deposit.
   • Amount: In this case, we are computing 20% of $5,750 which is equal to $1,150.
   • Date: Date the payment has been made
   • Memo: You can add the details of the PO in order to identify the Vendor deposit Payment
   • Journal: Bank account on which the payment will be made
   • Branch: Relevant branch if available
   • Authorization Key: You can use any authorization key if your using
     
   • Payment Method: Manual
   • Vendor Bank Account: not mandatory, but you can fill out if there's a vendor bank account.
     
     
     
     
4. Once you confirm the payment & check your Aged Payables, you will see that there is a negative amount under the Vendor indicating that there's a deposit already made.
   
   
   
   

Now, to reconcile your supplier deposit:

1. Go to Accounting Dashboard > relevant bank account and click "RECONCILE XXX ITEMS".
   
   
   
2. Look for the relevant field, search for the Supplier Deposit created, under the "Match Existing Entries"  tab then click "VALIDATE"                  

In Order to send the receipt by email to the the vendors

01. Go to the Accounting>> Vendors >> Payments and select the relevant payment

02. Click "Action" and select Send receipt by email 

03. Update the details and click Send