Retainers

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

Retainers are advance payments made by a client towards work to be performed in the future. Since retainers are payments in advance of future work, revenue cannot be posted for retainer invoices. Microsoft Dynamics Marketing posts retainers to Accounts Receivable and the deferred revenue (short term liability) general ledger accounts. Payments received for retainers are shown as credits on the Accounts Receivable page where they can be applied to invoices. Retainers are displayed on the Invoices page.

  1. Under Budgeting, choose Receipts.

  1. On the Invoices page, choose the New Retainer button.

    Microsoft Dynamics Marketing opens the new retainer page.

  2. Enter the information.

  3. Choose Save.

Field

Description

Status

Select a status for the retainer. (Optional.) More information: Create custom drop-down values and folders.

Bill To

Select a contact.

Ship To

Select a contact.

Company

Select the bill to company the Retainer is for from the pull-down menu.

PO #

Enter the Purchase Order # from the client. (Optional.)

Tax

Select the tax rate that applies to the retainer. (Optional.) More information: Manage taxes.

Currency

Select the currency used in the retainer.

Memo

Enter additional information by choosing the Memo button Edit button.

Retainer Date

Enter the date the retainer was prepared.

Due Date

Enter the due date for the Retainer. The due date is the date payment is due from the client; if the client has terms, the due date is automatically calculated by the system but can be changed.

Terms

Select the credit terms that apply from the pull-down menu. (Optional.)

Prepared by

Select a contact.

Remit To

Select a contact. The Remit To enables you to specify an alternate remittance contact/address. (Optional.)

Rep

Select the sales representative contact from the pull-down menu.

The Items grid displays all the items included in the retainer. To create a new retainer item:

  1. Choose the New item button   New button.

    Microsoft Dynamics Marketing opens the new items page.

  2. Enter the information.

    Area

    Field

    Description

    General

    Status

    Select a status for the quote. (Optional.) More information: Create custom drop-down values and folders.

    Item

    Microsoft Dynamics Marketing defaults the item to the retainer. The standard retainer item can be modified on the Items/Services page. More information: Track items and services.

    Description

    Enter a description for the item or service. (Optional.)

    Quantity

    Enter the quantity of the item or service.

    Total Cost/Unit Cost

    Enter the total cost or the unit cost of the item. If you enter a total cost, Microsoft Dynamics Marketing will enter a unit cost for you.

    Credit

    Enter any credit applied to this item. (Optional.)

    Shipping

    Enter shipping costs if any. (Optional.)

    Total

    Microsoft Dynamics Marketing will calculate the total using the following formula:

    Total Cost = Quantity X Unit Cost - Credit + Shipping

    Or,

    Total Cost = Quantity X Unit Cost - Credit + Shipping

    Taxable

    Check the box if this item is taxable. If you check the taxable check box, Microsoft Dynamics Marketing will calculate the tax by multiplying the item's total cost by the tax rate selected on the quote, and add a tax item to the quote. (Optional.)

    Date

    Enter the item date.

    Details

    Company

    Select a company/client from the pull-down menu.

    Division

    Select a division from the pull-down menu. (Optional.)

    Department

    Select the department the item is for from the pull-down menu.

    Program

    Select the program the item is for from the pull-down menu.

    Campaign

    Select the campaign the item is for from the pull-down menu.

    Job

    Select the job the item is for from the pull-down menu.

    Task

    Select the task the item is for from the pull-down menu.

    Event

    Select the event the item is for from the pull-down menu.

  3. Choose Save.

  1. Select the items you want to return or give a refund for by choosing their check boxes Check box symbol.

  2. Choose the Credit Memo and Returns button.

    Microsoft Dynamics Marketing creates a credit memo for the selected items. More information: Client credit memos and refunds.

  1. Choose Brands to associate an item with one or more brands.

  2. Choose the brands to display all the brands available for the company/client.

  3. Choose the check box for each brand you want to select.

  4. Enter the allocation percent. The allocation percent enables you to pro-rate an item to each brand. For example if the total price of an item was $100 and you allocate 50% of the price to Brand 1, Microsoft Dynamics Marketing will allocate $50 of revenue to Brand 1.

  1. Choose Channels to associate an item with one or more brands.

  2. Choose the channel to display all the channels available for the company/client.

  3. Choose the check box for each brand you want to select.

  4. Enter the allocation percent. The allocation percent enables you to pro-rate an item to each channel. For example if the total price of an item was $100 and you allocate 50% of the price to Channel 1, Microsoft Dynamics Marketing will allocate $50 of revenue to Channel 1.

  1. Choose Channels to associate an item with one or more brands.

  2. Choose the Component button to display all the channels available for the company/client.

  3. Choose the check box for each brand you want to select.

  4. Enter the allocation percent. The allocation percent enables you to pro-rate an item to each channel. For example if the total price of an item was $100 and you allocate 50% of the price to Channel 1, Microsoft Dynamics Marketing will allocate $50 of revenue to Channel 1.

Financial and general ledger accounts are designed for marketing budget management only. Financial features are restricted to the limits stated in the Security and Financial Disclaimer. Microsoft Dynamics Marketing is not designed to comply with country/region-specific laws, regulations, or common business practices.

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