Resolution: 

To use Deltek Vision's Retainer feature, first enable Retainers and then set up the retainer account for each accounts receivable category the firm uses (typically, one).  

Part #1:
A.  To enable and set up the Retainer feature do the following:

1. Select Configuration > Accounting > System Settings.
2. On the General tab select Enable Retainers.
3. Save.
4. In the Info Center > Accounts > Chart of Accounts add a retainer account for each Account Receivable account in the Chart of Accounts.
   Note:  If only one Account Receivable account is in use, add one retainer account only. Also, it is recommended these accounts are set up as liability type (2xx.xx) accounts, to conform to Generally Accepted Accounting Principles.
5. Select Configuration > Accounting > Accounts Receivable.
6. In the Invoice Mapping Accounts tab, insert a new row and enter the retainer account in the Invoice Account column.
7. Enter the Accounts Receivable account in the A/R Account column.
8. Select the Accounts Receivable Column where the retainer offset will appear on the Accounts Receivable Ledger report (create a column heading on the Ledger Headings tab).
9. Save.

B.  To record the receipt of a retainer do the following: 

1. Select Transaction Center > Transaction Entry > Cash Receipts.
2. Complete the new Cash Receipts File form by entering the full amount of the retainer in the Receipt Total field
3. Click OK.
4. After entering the Reference, Date, and Bank fields in the Cash Receipts file header, use a blank row to enter the Project\Task, Retainer Account, and the Amount of the Retainer. The Description field is optional but Vision recommends entering the client's name and project number.  Leave the Invoice field blank. 
5. Be sure that the Retainer option is checked and that the Interest option is Not selected.
6. Save.
7. Post the Cash Receipt file.

C.  To apply a client's retainer to a specific invoice that has not yet been posted:

1. Select Billing > Interactive Billing.
2. In the Interactive Billing form, select the Project and then go to Billing Terms.
3. On the Add-On tab, check Add-on fees.
4. Use a blank row and enter a sequence number, this will establish the order it is printed on the invoice, if multiple Add-Ons are used.
5. In the Description field, enter Retainer as the description.
6. In the same row, check the Retainer option (the Use Amount option will automatically be checked).
7. In the Account field, enter the retainer account number (a liability account).
8. In the Amount field, enter the retainer amount as a negative.
9. Save and close Billing Terms.
10. Generate and post your invoice.

Note: 

• When posting the invoice file, Vision will debit the retainer/liability account (relieving it), debit Accounts Receivable (if an invoice amount remains) and credit the revenue accounts fully. 
• After accepting an invoice that includes a retainer amount, be sure to go back to the Add-ons tab in Billing Terms and delete the retainer offset line. If part of the retainer remains unapplied, and you plan to apply it on the project's next invoice, you can retain the row and adjust the Mult/Amt amount accordingly. 
• Can track retainers on the Accounts Receivable Aged report or the Accounts Receivable Ledger via the 'Print Retainer's Balance' checkbox on the report Options dialog.
• To track the retainer amount in Billing, you can utilize the Notes button, but be sure to remember to update the amounts.

Part #2:  Applying Retainers:  There are two ways to apply a retainer to an invoice that has already been posted.  

Note:  A Cash receipt can be done to move the retainer balance to the outstanding invoice.  This solution will hit the Accrual side as well as the Cash basis accounting.  Another way is to apply the retainer via a manual invoice transaction file.  This way will only hit the Accrual side.

A.  To apply a retainer using a Cash Receipt the steps are as following:

1. Go to Transaction Center > Transaction Entry > Cash Receipts 
2. Create a new file.
3. On the first line enter the project number, retainer account, check the retainer check box and put in the retainer amount in the Amount box as a negative
4. On the 2nd line, enter the Project number, Invoice number, enter the Accounts Receivable account, and enter a positive amount that should be applied.
5. The net amount of the transaction file should be zero.
6. Click Save.
7. Go to Transaction Center > Transaction Posting > Cash Receipts and post the file.

B.  To apply a retainer using a manual  Invoice the steps are as follows:

1. Go to Transaction Center > Transaction Entry > Invoices.
2. Create a new file.
3. Enter in the same invoice number, date, and project.
4. In the Add-On section, assign the retainer account.
5. Put in the retainer amount in the Amount box as a negative.
6. Check the retainer box.
7. Go to Transaction Center > Transaction Posting > Invoices and post the file.