Deposit and prepayment control
A bank receipt proves money moved, but not which order, supplier entity, milestone or invoice it settled. Deposits need their own subledger from approval through allocation, refund or final close.
Direct answer
Reconcile a wholesale deposit by starting with the signed contract, accepted purchase order or other authorized commitment. Record payer, payee legal entity, verified beneficiary account, currency, amount, due date and the milestone the payment is meant to secure. Link the pro forma or prepayment request without treating it as proof of later shipment, acceptance or final liability. Before release, independently verify changed bank details through an approved contact path and record payment authority. After payment, capture bank reference, value date, charges, exchange rate and supplier receipt confirmation. Maintain a deposit subledger by order and currency. When final or progress invoices arrive, match supplier entity, PO, shipment or acceptance event, invoice amount, tax and the prepaid amount applied. UN/CEFACT invoice structures distinguish total prepaid amount from the total payable; keep that bridge visible. Do not allocate one deposit across unrelated orders without written authority. Reconcile unused balance caused by cancellation, shortage, price change, partial delivery, credit or overpayment. Agree whether it carries forward, offsets another authorized invoice or is refunded, then track the actual credit or bank receipt. Close only when the deposit opening, additions, applications, refunds, write-offs and closing balance mathematically agree and both parties’ statements and ledgers show the same treatment.
Use this before requesting a quotation
Link agreement, PO, supplier acceptance, pro forma or milestone request. Record the exact purpose, amount, percentage, currency, due date, refund terms and approval owner. Separate a refundable security deposit, advance against goods, tooling payment and progress payment because their commercial and accounting treatment may differ. A supplier message alone does not authorize a new beneficiary.
Confirm legal entities, beneficiary name, account, bank, routing identifiers and currency through controlled master data. Treat any bank-detail change as high risk and verify it through an independently known channel with dual approval where policy requires. Preserve the verification date and person. Do not place full bank data in broadly shared working files.
Capture payment instruction, bank reference, requested and actual execution date, debited amount, beneficiary amount, fees, exchange rate and status. Obtain supplier acknowledgment identifying the order and amount received. Keep pending, rejected, returned and completed payments distinct. A screenshot without bank reference or supplier allocation is weak reconciliation evidence.
For each supplier, order and currency, show opening deposit, new payments, applications, refunds, approved transfers and closing balance. Assign one transaction ID to every movement. Prevent the same deposit from being credited on two invoices. Reconcile the subledger to bank activity, supplier statement and general-ledger control account at the agreed cadence.
Match invoice to supplier, PO, version, accepted quantity or milestone, currency, tax and agreed price. Show gross invoice amount, credit or allowance, prepaid amount applied and net payable. If a deposit covers several shipments, allocate by an agreed method and retain the residual. Never release the balance merely because a pro forma amount matches the final invoice headline.
When quantity, price, shipment or order changes, calculate the unused deposit and identify contractual treatment. Record carry-forward, approved transfer, refund, dispute, credit note or other authorized disposition. Track requested, promised and actual refund dates and bank charges. Do not net an old residual against a new order without clear references and buyer approval.
Reconcile opening plus payments minus applications, refunds and other approved movements to closing. Confirm supplier statement and buyer ledger, investigate currency or timing differences and retain documents. Close only when the remaining balance is zero or an identified open amount has owner, reason, authority and next review date. Review aged deposits as financial exposure.
Reusable buyer brief
Supplier/buyer legal entities, agreement and PO reference: Deposit type, purpose, milestone, amount, percentage and currency: Pro forma/prepayment request, issue date and due date: Beneficiary verification source, callback and approval record: Payment instruction, bank reference, value date and status: Debited amount, received amount, fees and exchange-rate basis: Supplier receipt confirmation and allocated order reference: Invoice, shipment/acceptance milestone and gross amount: Credits, tax, prepaid amount applied and net payable: Deposit opening, additions, applications and closing balance: Cancellation, residual, carry-forward or refund disposition: Statement/ledger reconciliation, exception owner and close date:
Fill only the details relevant to your request
Before you send the request
Use the authorized contract or PO, supplier acceptance, prepayment request, beneficiary verification, payment record, supplier receipt, later invoices and the deposit subledger.
Match the invoice and milestone, show gross amount and adjustments, identify the exact prepaid amount applied, then calculate the remaining payable and deposit balance.
Only with written agreement and authorized buyer and finance treatment. Preserve both order references so the transfer is not mistaken for a new payment or refund.
When bank activity, supplier receipt, invoice applications, refunds or transfers and both ledgers agree, with any residual separately identified and owned.
Keep the request specific
Deposits can create fraud, credit, foreign-exchange, tax, insolvency and legal exposure. Document structures do not guarantee recovery or supplier performance. Set bank verification, security, payment authority and accounting treatment with qualified finance, legal and risk owners for the relevant jurisdiction and counterparty.
Send this checklist on WhatsAppEditorial method
MINJI treats deposits as controlled cash movements tied to commercial and invoice events. UN/CEFACT distinguishes prepaid amount and amount due; UNECE payment and remittance standards preserve bank, transaction and allocation references.
Ready with the key details
Send the product reference, estimated quantity and destination so the conversation starts with useful context.
Continue on WhatsApp