Why Posting Job Deposits to the Sales Ledger Is Not Recommended

Deposits or prepayments collected for a job should not be posted when the job is invoiced to a Sales Ledger account.

When a job is invoiced to the Sales Ledger, the full invoice value is posted to the customer account. The Accounts team manages this balance through the normal accounts receivable process.

If a deposit or prepayment is posted directly to the job in this situation, the transaction creates reconciliation issues.

How Sales Ledger Invoicing Works

When a job is invoiced to a Sales Ledger account:

• The full invoice value posts to the customer account
• The balance is managed by the Accounts team
• Payment is expected against the Sales Ledger invoice

The system assumes the invoice value remains outstanding on the customer account until payment is received and processed through the Sales Ledger.

What Happens When a Deposit Is Posted to the Job

If a deposit or prepayment is collected and posted to the job while the invoice is raised to the Sales Ledger:

• The invoice still posts the full value to the customer account
• The deposit is treated separately within the job
• The two values do not reconcile correctly within the accounts process

Because of this, the system cannot match the values properly when processing.

Impact on Processing

When deposits are posted in this way, the system often generates entries in Non Zero Corrections.

This occurs because:

• The Sales Ledger still expects the full invoice amount
• A portion of the value has already been recorded as a deposit on the job
• The accounts process cannot automatically reconcile the difference

This results in additional corrections during processing.

Recommended Approach

When invoicing a job to the Sales Ledger:

• Do not post deposits or prepayments directly to the job
• Allow the full invoice value to post to the Sales Ledger account
• Payments should then be processed through the Accounts team

This ensures the transaction follows the correct accounts receivable process.

Why This Matters

Following the correct process prevents reconciliation issues and avoids Non Zero Corrections (0.0.70.98) during processing. It also ensures the Accounts team can manage customer balances accurately within the Sales Ledger.