• Contents

Importing Deposits to Xero

Last updated 12/01/2021

How to sync deposits with Xero. 

Overview


Deposits are only created when all of the following criteria are met:

  • A payment has been made to an order that is less than the total of the transaction.
  • The order has not been Fully Dispatched and has not been Invoiced.
  • The order is assigned to a customer i.e. not to 'cash customer'.
  • The deposit date is within 10 days of the date the deposit is being entered.

When you enter the Xero module, deposits are calculated.

If you wish to create a 100% deposit please ensure the word 'Deposit' has been entered into the comments field

Setting Up Deposits


Before setting up Cin7, please make sure you having the following set up in your Chart of Accounts in Xero:

  • A liability account for Sales Deposits.
  • A current asset account for Purchase Deposits.

These accounts are where the balance of the deposits are entered. When the final payment is made, the transactions in these accounts will be reversed with a credit note.

Next, we need to let Cin7 know which are the deposit accounts to post to.

To do this:

  1. While logged in to Cin7 as an Administrator, from the left navigation, select Accounting.
  2. Select Xero.
  3. Click the gear icon on the top left side of the screen
  4. Select Settings
  5. Tick the Manage Deposits option
    You will notice two additional fields appear below for 'Deposit Accounts'.
  6. Select the liability account for sales orders in the Sales field drop-down.
  7. Select the current asset account for purchase order deposits in the Purchase Orders field drop-down .
  8. Click Save Settings.

After switching on deposits from the settings, two new modules will appear in the left navigation: Purchase Deposits and Sales Deposits. Finally, you will need to grant any standard users access to these modules if they need to use them. To do this:

  1. Whilst logged in as an Administrator click on your username, top right, then click Users.
  2. Click Select against a user.
  3. On the left-hand side, find the deposit modules, and assign the user permission to each module.
  4. Click Update to save the changes.

Your account is now set up to sync deposits.

Adding a Deposit to a Purchase or Sales Order


To add a deposit to a Sales Order or Purchase Order:

  1. Create a transaction as usual, but do not dispatch the goods.
  2. In the payments section at the bottom of the page, select a payment method for the deposit from the Payment Type drop-down. Enter the value of the deposit.
  3. Type  'Deposit' into the comments box
  4. Finally, click Add New Line to add another payment, and select Not Paid for this line - this is the remaining amount.

Next, you will need to import this deposit into Xero. To do this:

  1. From left navigation select Accounting then Xero.
  2. Upon entering the Xero module, any deposits created will be created and queued for import.
    These deposits may be viewed in the Deposits modules.
  3. Deposits in Sales Orders or Purchase Orders will appear in the Import Orders section or Import Purchase Orders section respectively.
  4. Import these orders as you usually would - see Importing Sales Orders or Importing Purchase Orders.

Importing a Sales Order Deposit will create a Sales Invoice in your chosen deposit account. Importing a Purchase Order Deposit will create a Bill in your chosen deposit account.

You can continue this process as many times as necessary for subsequent payments.

Reversing the Deposit


When your sales order or purchase order is fully paid, you will need to do three things:

  • Add a payment for the remaining amount.
  • Import into Xero a Credit Note or Supplier Credit Note, which reverses the deposits.
    These credits will be created for you automatically by the system.
  • Import the original Purchase Order or Sales Order as a Bill or Invoice respectively.

To add a remaining payment:

  1. Find the original order in the relevant module.
  2. In the payments section at the bottom of the screen, add a payment method to the remaining amount (currently set to 'Not Paid').
  3. Enter an invoice date - to invoice the order.
  4. Fully Dispatch the items in the order if you haven't already done so.

Next, you will need to import both the Sales Order and a Credit Note into Xero, to reverse the deposit amount and invoice the full amount. To do this:

  1. From left navigation select Accounting then Xero.
  2. Upon entering the Xero module, any deposits will be reversed if their related invoice has been fully paid, invoice and fully dispatched.
    To see the reversed Deposit - check the relevant deposits module. You'll notice the quantity is negative.
  3. For Sales, you will see that the invoice exists in the Sales Orders section ready to import, and the reversed deposit will be in the Credit Notes section to import.
    For Purchases, you will see that the Purchase Order exists in the Purchase Orders section ready to import, and the reversed deposit will be in the Supplier Credit Notes section to import.

FAQs

I've added a deposit but no deposits have appeared in the deposits modules?

First, make sure you visit the Xero module - this will trigger the creation of deposits. If no deposits appear, make sure the deposits meet the criteria mentioned above.