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Chipply Business - How to Request a Deposit

 How to Request a Deposit

A deposit request asks a group to pay part of the bill ahead of time. It's the right tool when you know money is coming but not the final total, for example half the cost of e-certificates up front, or a payment to cover setup before a store opens. Once the deposit is paid, it counts toward the group's balance, and it's applied to the invoice for you when you create it.

 Deposit request or invoice?

Deposit request Invoice
Use it when You want money before you know the final amount The sale is done and you're billing for what's owed
What it does Asks for part of the money up front Bills the whole sale and applies any deposits you've collected
Where it shows Under Deposits in Payment Activity Under Accounts Receivable Invoices in Payment Activity

 How to request a deposit

  1. Open the store's Sales Order Summary. From the left-hand menu, go to Reports → Sales Order Summary.
  2. Click Request Deposit at the top of the page.
  3. Enter the amount you want to ask for.
  4. Add a memo if you'd like (optional).
  5. Choose whether to message the organization's contacts. The Message contacts toggle opens a message so you can let them know about the request.
  6. Click Accept (or Accept & Make Payment if you're collecting the deposit right now).

request a deposit

What happens next

The request shows up under Deposits in Payment Activity. You'll see the total you've asked for, what's still pending, and what has cleared, followed by a list of each request with its date, total, balance due and status (Unpaid or Paid).

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Once a request is paid, it counts toward your Deposit Balance. When you create the invoice, that balance is applied automatically, so the invoice only bills what's left. 

 Recording the payment

When the customer pays, click Make Payment on the Sales Order Summary and choose Towards Deposits. See Collecting Payment and Tracking What's Owed for the payment options. Organizations can also pay a deposit request themselves from the Open Deposit Requests tab of the Organization Portal, which is covered in that same article.

 Deposits on catalog stores

On a catalog store, you can request a deposit against the whole catalog (the parent) or against one batch. See How to Invoice a Catalog Store for how the two work.