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How do I change the draw down method to Draw Down Paid Sales Only?

Before switching a client to the Draw Down Paid Sales Only method, you must ensure all refunds have been invoiced and that their account balances are correct. The method is then changed via Company Settings > Actions > Change Draw Down Method.

Note: This article is intended for internal staff use only and is not intended for clients.

Switching a client from the older draw down method to Draw Down Paid Sales Only requires careful preparation. Under the old method, anything invoiced could be drawn down — but a common error was creating an invoice for a charge without also creating an invoice for any associated refund. This could result in the client having drawn down more than they were entitled to.

This process is not scary, but the client does need to be warned that they may have previously drawn down too much.

Step 1 — Check for uninvoiced refunds

Before making any changes, check the client's View Accounts section and look at Uninvoiced Sales. This figure should never be in a minus. If it is, there are more refunds in uninvoiced sales than charges, which means the client needs to invoice as much as they can before proceeding.

Use the attached Uninvoiced.ospkg power report to help identify anyone who needs to be invoiced. Ask the client to sort by the Uninvoiced column to find outstanding items.

If a landlord, tenant, or contractor is showing a minus balance, there is a good chance they have been charged and not refunded, and that invoice has likely already been drawn down. Remind the client that we recommend checking uninvoiced sales monthly to avoid this situation recurring.

Step 2 — Change the draw down method

Once all refunds have been invoiced, go to:

Company Settings > Actions > Change Draw Down Method

This enables Draw Down Paid Sales in the bank accounts.

Step 3 — Verify account balances using the template

The Sales Net Balance and Sales VAT Balance shown in the account represent the total Invoiced Sales. This figure should equal the combined total of unpaid sales and paid sales.

Use the attached Branch Invoiced Sales account balance check.xlsx template to verify this:

  1. Export the Draw Down Paid Sales section, setting the date to today.
  2. Export the Paid Sales and Unpaid Sales reports, also dated to today.
  3. Paste each export into the corresponding sheet in the template.
  4. The template will total the paid and unpaid sales and show what the account balance should be.

Step 4 — Correct any discrepancies

If there is a difference between the branch balances and the paid/unpaid sales totals, this will need to be corrected via a journal transfer from the General Account to the Invoiced Sales Net/VAT accounts.

For example: if the difference shows a deficit on the General Account, this indicates the client has drawn down more than they should have. In this case, we recommend the client move back approximately 5% of their monthly draw down each month until the figure returns to zero.

For support with this process, contact support@agentos.com.