In order to move funds (money) from one document or from Retainer to another document, you will need to use the cash receipt window found under Accounts Receivable.
There are many different situations that can be completed; from moving a deposit from one Proposal to another, or to an Invoice; as well as moving a Retainer to pay the deposit on a Proposal or an Invoice; you can also use these steps to use a credit Invoice to pay another Invoice.
In ALL cases you will use the New Cash Receipt window.
When moving funds, first you will need to select the Project that the funds or money are under. The Amount field at the very top left is always left at $0.00 because you are not receiving any new cash, just reallocating the cash received.
You will tag the Retainer Line or the Document you wish to REMOVE the funds from.
Once tagged, click the underlined amount on the far right underneath "This Payment".
The following window will appear.
In this Amount field, enter the Amount that you wish to REMOVE from this Document or Retainer. This amount should be entered as a NEGATIVE. Choose OK.
In this example, we will move $268.12 from the Retainer to pay the deposit on Proposal #0006 in full.
Next, tag the Invoice or Proposal you wish the money to be transferred to and click the underlined amount on the far right underneath "This Payment". (If you are paying the entire Invoice in full, you do not need to edit the amount of the Invoice cash receipt; however, you may wish to add a description to note that the money came from a Retainer).
If you are not paying the total due, enter the positive amount to give to this Document.
Once both documents have the proper "This Payment" amount, be sure they are both tagged on the left-hand side.
To make this go through, a payment type will need to be specified. Any payment type will work, however, cash is a recommended option. As long as the difference field at the bottom is 0.00, then you can click Save to move the funds and then post this to the appropriate fiscal month.
You can reprint the document that received the funds and show the Deposit/Payment in order to see the new balance.
*Below is an example of moving funds from an Invoice that was created as a Client credit/ refund.*
In the example below, each of the "This Payment" amounts reflect the amount we wish to transfer/ apply.
Invoice #10553 will receive funds from #10554 and when #10553 is reprinted, showing payments, this invoice will now have a balance due of $500.50. Invoice 10554 will be closed/completed.
*In the example below, we are moving a total of $536.25 out of our Retainer to pay towards deposit on Proposal 0007.
We edited the Retainer line to change the amount of This Payment to $-536.25.
