ArchiOffice/EngineerOffice allows you to manage your retainers, whether receiving the retainer payments or applying them on invoices. Below are the steps for various retainer-related tasks in ArchiOffice.
To receive a retainer:
1. Go to Projects > Billing > Transactions.
2. Click Action > New to create a new transaction.
3. Enter the date, select the Retainer option and enter the retainer amount.
4. Click Apply (green icon) next to the applicable project to assign the retainer to that project.
5. Click Done.
To view retainer information on invoices:
1. Go to Projects > Billing > Options.
2. On the Invoice Extras tab, select Show Retainer.
3. On the Invoice Format tab, select Show Project Balance.
Note: To reflect a payment when generating an invoice, make sure the cut-off date reflects the transaction date of applying retainer credit or payment. Your invoice will then show the total invoice amount, retainer payment applied, retainer balance and outstanding project balance.
To apply a retainer to an invoice:
1. Go to Projects > Billing > Options.
2. Click Action > New to create a draft invoice.
3. Enter the invoice dates and click Continue.
4. You can preview the invoice as a PDF. Make sure you see the retainer payment and balance amount.
5. Next, click Action > More > Apply Retainer and Finalize Draft or Apply Retainer, Finalize Draft and Print.
6. Enter the Retainer to apply amount. Click Apply.
7. Now go to Billing > History and locate your invoice.
8. Click on that row (any element except Project No., Project Name or Client) to display your invoice as a PDF (make sure the pop-ups are not blocked on your browser).