How Do I Apply Retainers to Invoices?

After receiving the retainer payments from clients and recording them, you can apply them to invoices in several ways:

• Apply Retainer to billing records in the Billing Review screen

  When executing billing decisions in the Billing Review screen, you can apply retainers to billing records. To do so:

   

  1. Open Billing Review screen from the Billing menu.
  2. Select the desired options in the View By and From-To fields to view the desired billing records in the grid.
  3. To view retainer information, click  to display the billing details.  
  4. If client or project retainer is available, enter a dollar amount in the Retainer field.
  5. When you have finished, click Process and then Close.
  6. If a project retainer and a client retainer exist, you must apply the entire project retainer before you apply the client retainer.

   

• Apply Retainer to manual invoices in the Manual Invoice screen

  To apply a retainer to a manual invoice:

   

  1. Open Manual Invoice screen from the Billing menu.
  2. Select the desired Project ID from the list.
  3. Check the Project Retainer at the bottom of the screen. If available, apply a portion of it in the Retainer field to a new or existing invoice.
  4. If project retainer is zero, check the Client Retainer and apply it to the invoice. Web Suite reduces the Total amount of the invoice by that.
  5. When you have finished, click Process and then Close.

   

• Apply Retainer to billing records in the Billing Schedule screen

  When defining a billing schedule, you can apply all or a portion of the project retainer to future invoices. To do so:

   

  1. Open Billing Schedule screen from the Billing menu.
  2. Select the desired Project from the list and create billing records for it.
  3. Next, check the Retainer Amount and, if available, enter a Retainer in the grid. Alternatively, enter a percent value in the % Ret field. Web Suite calculates and inserts the amount in the Retainer field.
  4. Web Suite reduces the Net Bill by that amount and carries forward these billing records to the Billing Review screen for processing.
  5. When you have finished, click Close.

   

• Apply Retainer to outstanding invoices in the Payment screen

  To apply retainer payments to outstanding invoices:

   

  1. Open Payments screen from the Billing menu.
  2. Choose the desired View By and Client/Project ID.
  3. Enter the required data, as you normally would, but choose ‘Use Retainer’ as the Pay Method.
  4. Check the Client Retainer Available and Project Retainer Available fields. If retainer is available, enter the Amount to apply.
  5. Check ‘Auto Apply’ option to apply the retainer automatically to outstanding invoices.
  6. When you have finished, click Save.