Deposits

In Suppli, a deposit is an advance payment or cash on account. It carries an outstanding balance that can be applied against invoices.

To find deposits, go to Invoices in the left sidebar and click Deposits. They also appear on each customer's page.

If your account has the updated table view, you can also choose which columns to display, reorder and resize them, save your view, and filter or sort by any column.

Deposits are not available on every account. If you don't see the + Add Deposit button, deposit creation isn't enabled for your configuration.

Columns are grouped into four categories. Use the column picker to show or hide the ones you need.

Identity

Amounts

Dates

Aging

• Sent. A deposit request has gone to the customer and has not been paid yet.

• Pending. The deposit payment is in process, usually an ACH payment that has not settled.

• Authorized. A card has been authorized but not charged yet. See Authorizations.

• Open. The deposit is paid and has an outstanding balance available to apply.

• Applied. The full balance has been applied to invoices, or fully returned.

• Cancelled. The request or payment was canceled.

Click the ID in any row to open the sidebar.

Deposit details show the Location, Customer, Job/Ship-to, ERP ID, PSP ID, Type, Source, Created On, Payment Date, Settlement Date, Payment Method, Deposited To, and Amount, along with the status badge and an editable memo. If you contact support about a deposit, we'll ask for the ERP ID and PSP ID.

The activity timeline shows what has happened on the deposit:

• Deposit Request. A request was sent to the customer.

• Request Resent and Request Canceled.

• Deposit Payment. The payment that funded the deposit, with its status.

• Deposit Applied. The date and amount applied to invoices.

• Deposit Refunded. An invoice refund covered funds that came from this deposit. This is a record only. See the section on refunds versus returns below.

• Deposit Return. The date, amount, and status of a return to the customer: Initiated, Pending, Successful, or Failed.

• Edits made to deposit fields in Suppli.

Click the Activity ID to open the related record.

Click + Add Deposit at the top right. You have two options.

Use Receive Payment when you have already received the deposit outside Suppli, want to run the payment yourself, or are recording an overpayment. Use Request Payment to ask the customer to send a deposit by card or ACH.

1. Click Receive Payment.

2. Select the customer. This is pre-selected if you started from a customer's page.

3. Select a Job/Ship-to. Optional, and defaults to Unassigned.

4. Select the location. Required.

5. Enter the deposit amount.

6. If you are recording an overpayment, turn on Mark as Overpayment.

7. Select the payment method. If you choose External Payment for a check, cash, or wire, you can also set the Payment Date (it cannot be in the future) and choose which bank account it was Deposited To. For card and ACH, the deposit account is set automatically.

8. To authorize a card now and charge it later, turn on Run as Authorization. See Authorizations.

9. Add a memo and attach a file if you want. A check image is common.

10. Click Receive Payment.

Check the location before you save. You can't correct the deposit location afterward without our help.

1. Click Request Payment.

2. Select the customer.

3. Select a Job/Ship-to. Optional.

4. Select the location. Required.

5. Enter the deposit amount.

6. Add a memo if you want one. Deposit memos can be shown to your customer on the request, unlike payment memos, which are always internal.

7. Use Add Recipients to pick contacts, or add one with + Add Email or + Add Mobile Phone. At least one recipient is required.

8. Click Request Payment.

Your customer receives an email or text with a link to pay by card or ACH. Until they pay, the deposit shows as Sent, and you can Resend Request or Cancel Request from the row menu or the sidebar.

The request form also has 3D Secure and Run as Authorization toggles.

If a customer overpays, follow the Receive Payment flow and turn on Mark as Overpayment. The overpayment is held as a deposit you can apply against future invoices.

Deposits are applied during the Receive Payment flow on invoices.

1. Select one or more outstanding invoices.

2. Click Receive Payment.

3. Enter the amount you want to pay.

4. Select the credits and deposits you want to use from the available list. You can filter that list by All, Credits, Deposits, or Selected, and see a running total applied.

5. Enter the amount to apply from each.

6. Click Receive Payment.

Credits and deposits are applied to the invoices you selected, oldest to newest.

Depending on your configuration, you may need to apply a deposit for its full outstanding amount. If the apply amount is locked and cannot be edited, partial deposit application is not enabled for your account.

A return sends an open deposit balance back to your customer. Only deposits with an Open status can be returned, one at a time.

• Deposits funded by card or ACH through Suppli return to the original payment method, whether they were created through Request Payment or Receive Payment.

• Deposits recorded as External Payment have to be paid back to your customer directly, by check, for example. The Issue External Payment toggle is set for you and cannot be changed.

To refund an invoice payment rather than return a deposit balance, see Refunds.

1. From the Invoices or Customers section, hover over the deposit row and click the three dots, then choose Return Deposit. You can also open the sidebar by clicking the ID and select Return Deposit there.

2. Click Full Return to return the whole balance, or enter an amount for a partial return.

3. To return funds outside Suppli, turn on Issue External Payment and send the payment to your customer yourself.

4. Click Return Deposit.

The available return balance is the deposit's outstanding, unapplied balance. Anything already applied to invoices, or already returned, is not available. A deposit that is half applied can only have the other half returned.

If you are returning to a card or bank account, Suppli processes the return within two business days and notifies your customer by email and text. How quickly the funds appear for your customer depends on their bank.

After a full return, the outstanding balance is zero, and the status shows Applied.

Deposit returns sync automatically on some integrations but not all. If the return window shows a note that deposit returns are not automatically synced, adjust the deposit in your ERP so your balances match.

A Deposit Return moves money out of the deposit balance and back to your customer.

A Deposit Refund appears on the timeline when you refund an invoice paid using this deposit. It is a record only. The refunded amount is not added back to the deposit balance. If you want your customer to have that balance available again, create a new deposit or credit in your ERP.

You can only cancel deposit requests while they are in Sent status, meaning before the customer's payment is processed.

1. Hover the row in the deposits table and click the three dots, then select Cancel Request. You can also do this from the sidebar.

This requires the Request Payments permission.

Once the payment has been processed:

• To reverse it entirely, void the payment from the Payments section. Void is not available on the deposit row, and the window is short, so see that article for the timing.

• Otherwise, use the Return Deposit flow above.

To cancel a card authorization that has not been charged yet, use Cancel Authorization on the authorized deposit. See Authorizations.

Email support@gosuppli.com with the customer name and the deposit ID. For anything involving a return, include the ERP ID and PSP ID from the deposit sidebar.