Deposits

The Deposits sub-section provides an overview of all Deposits across all of your customers. Within Suppli, a deposit is treated as an "advanced payment" or "cash on account." This section can be found by going to the Invoices tab on the left-hand sidebar and clicking "Deposits."

Within this table, you can filter / sort by the following categories:

• Date: The date a deposit was made

• ID: The ID of a deposit 

• Customer: The customer who made the deposit

• Project: The project a deposit is associated with

• Source: Receive or request

• Amount: The original amount of a deposit

• Outstanding: The outstanding (or unapplied) amount of a deposit

• Status: 

  • Sent: You've sent a request for a deposit to that customer, but they have not paid it yet

  • Authorized: If a deposit has been authorized to be used for a project or invoice, but the payment method has not yet been run

  • Open: If a deposit has been paid and/or has any amount outstanding. Only open deposits can be returned

  • Applied: If a deposit has been fully applied 

To open a deposit sidebar, click on the ID column in a row. 

Upon doing this, a sidebar will appear. Each deposit sidebar can be broken up into the following sections:

The Deposit Details section provides an overview of key information related to a deposit.

Each sidebar contains an Activity Timeline, which provides a quick visualization of the following activity that has taken place on a deposit.

• Deposit Date: The date a deposit was created

• Deposit Applied: Information on the date and amount when a deposit has been applied

• Deposit Refunded: Information on the date and amount when a deposit has been refunded

• Deposit Returned: Information on the date and amount when a deposit has been returned to a customer

To view more information on a particular activity, click the Activity ID. 

Suppli allows you to create customer deposits before an invoice is generated. To add a customer deposit, click the "Add Deposit" button at the top right of the screen.

Once this is clicked, a modal will appear, providing you with two options: Receive Payment and Request Payment. Use Receive Payment when you have received a deposit from a customer from outside Suppli, or you would like to add an Overpayment to your customer's account. Use Request Payment when you would like to ask a customer to send a deposit via Card or ACH. 

Use this option when you want to process the payment yourself. You can run a card or ACH transaction or record external payments (i.e. checks) or overpayments.

1. Click Receive Payment

2. Select a customer (pre-selected if creating a deposit from within a Customer's Payments page)

3. Select a project if you would like to assign the deposit to a particular project for tracking purposes

4. Select the location where the deposit is being made

5. Enter the deposit amount 

6. If recording an overpayment, be sure to toggle "Mark as Overpayment" to ON

7. Select the payment method. Please note: if you choose External Payment, you'll also need to specify which bank account the payment was deposited to

8. Enter a memo (if applicable)

9. Click Receive Payment

Use this option to send your customer a deposit request link via email and/or text. Your customer can fund the deposit directly from this link using a card or ACH payment.

1. Click Request Payment

2. Select a customer (pre-selected if creating a deposit from within a Customer's Payments page)

3. Select a project if you would like to assign the deposit to a particular project for tracking purposes

4. Select the location where the deposit is being made

5. Enter the deposit amount 

6. Enter a memo (if applicable)

7. Use the Add Recipients dropdown to select emails/phone numbers or add an email/phone number by clicking "+ Add Email" or "+ Add Mobile Phone"

8. Click Request Payment

If a customer overpays an invoice, you can record an overpayment directly in Suppli as a deposit to be applied against future invoice payments.

To record an overpayment, follow the Receive Payment flow and ensure you toggle "Mark as Overpayment" to ON.

Deposits are applied during the Receive Payment flow. To apply a deposit, go to Outstanding Invoices, select an invoice(s), and click Receive Payment.

1. Select an outstanding invoice under the Invoice tab

2. Click "Receive Payment"

3. Enter the amount you'd like to pay, then click "Next"

4. Toggle on credits/deposits from the list of those available

5. Enter the amount you would like to apply toward the payment

6. Click "Receive Payment" 

Please note that deposits will be applied from oldest to newest invoices.

Only deposits indicated with "Open" can be returned to a customer. For deposits added via the "Request Payment" method, you can return Open amounts to the original Payment Method used, as these payments have been made using the Suppli system.

For deposits added via the "External Payment" method, returns must be made directly to your customer (via a check, for example) since these were not made through the Suppli platform.

This section covers how to return an outstanding deposit balance to a customer. If you would like to refund a deposit payment back to a deposit balance, please visit How to Issue a Refund.

To return a deposit balance, you first need to select a deposit from the Deposits table. This can be found in either the Invoices or Customers sections. 

As deposits can only be returned one at a time, you must select a single deposit. To select a single deposit, click on the three orange dots on the table's right-hand side when hovering over a row. Next, select "Return Deposit" from the dropdown.

You can also return a deposit by opening the deposit sidebar (click on the relevant deposit ID to open the sidebar).

After clicking "Return," a modal will appear with a list of all payments and available refund amounts.

Click "Full Return" to issue a full return or enter a custom amount in the input fields to issue a partial return. Please note that the available return balance equals payments received net of returns already made. 

If you want to issue a return via an external payment method (i.e., check), you can toggle on "Issue External Payment." If doing so, be sure to send a check or payment directly to your customer outside of Suppli. 

If issuing a return directly to a payment method, Suppli automatically processes the payments on your behalf. Please allow 1 - 2 business days for the funds to settle for card transactions. Please allow 2 - 5 business days for the funds to settle for ACH transactions. 

A Deposit Refund refunds an amount from an invoice payment to a deposit balance, while a Deposit Return returns an amount from a deposit balance to your customer.

If you want to cancel a deposit payment request, you can do this within the deposits table by selecting "Cancel Request" in the list that appears when you select the three dots associated with that deposit.

You can also cancel the request by selecting a deposit with the "Sent" status by clicking the relevant ID. Next, select "Cancel Request" in the deposit sidebar.

Please note that deposit requests can only be canceled before a payment is processed.

To cancel a deposit after it has been processed, select the payment and either Void it or go through the Return flow detailed in this article.