Apply a Client's Retainer Toward an Invoice

When preparing an invoice for a client who has paid a retainer, you can use the retainer to offset part or all of the invoice total.

After you accept an invoice that includes application of a retainer amount, be sure to reopen the Add-ons tab on the project's Billing Terms form (Billing > Billing Terms) and delete the retainer's offset row(s). If part of the retainer remains unapplied, and you plan to apply it to the project’s next invoice, you can retain the row(s), or adjust the Mult/Amt amount.

To apply a client’s retainer to an invoice:

1. From the Navigation menu, select Billing > Interactive Billing.
2. On the Interactive Billing form, open the project.
3. On the Interactive Billing toolbar, click Billing > Billing Terms.
4. On the Billing Terms form, click the Add-ons tab.
5. Optional. Click Refresh to display the remaining retainer amount, if any, in the Remaining Retainer field.
6. Click Insert to add a blank transaction line for a retainer category that you use to apply retainer offsets.
7. On the Add-ons grid, complete the following actions:
   1. In the Seq field, enter the sequence number.
   2. In the Description field, enter descriptive information about the accounts receivable account entered in the Account field.
   3. In the same row, click the Retainer option.
   4. In the Amount field, enter as a negative amount the retainer amount being applied to this accounts receivable category.
   5. In the Account field, select the account number for the accounts receivable account used with this retainer category. If you use one accounts receivable account, enter the retainer account number.
8. Click Save.