Making deposits on purchases
If you makes an advance payment on goods or services that will be delivered in the future, enter an order, rather than a bill, for the transaction. Follow the same steps to create the order as you would for a bill, but be sure to choose Order from the selection list that appears in the upper left corner of the Purchases window. Enter the deposit amount in the Paid Today field. (Entering purchases)
When you record the order, only your Deposits Paid account and the cheque account providing the money will be updated. If the order is for stock items, the number of items on hand won't be updated, but they will appear on order on Analyse Stock reports and in the Analyse Stock window.
When the items arrive, you can change the order to a bill. Using the Purchases Register window, locate the order and double-click it. The order will appear in the Purchases window; click the Change to Bill button, and then make any changes that are needed before recording the bill. The deposit amount will automatically be applied to the recorded bill, and the items will appear in stock.