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Retain Proceeds

Retaining proceeds lets you hold back part of what's owed to a vendor before it's paid out.

Before starting

  • Retaining proceeds isn't open to everyone. Ask our support team if you need access.
  • Set your defaults. See Configure Retained Proceeds.
    Go to Settings → Finance → Retained Proceeds:
    • Retained Proceeds Prefix - how the Credit Notes this creates are numbered (defaults to "RP", e.g. RP-1234).
    • Next Retained Proceeds Number - the next number in that sequence.
    • Default Account for Retained Proceeds - the ledger account (GL Code) retained amounts are booked against by default.
  • Your GL Codes should already line up with Xero. The GL Code you pick here comes from your Ledger Accounts (Settings → Billing → Accounts), which are the AgriNous-side mirror of your Xero chart of accounts. If an account only exists on one side, that screen has "Auto Create in AgriNous" / "Auto Create in Xero" buttons to reconcile them — worth doing before you rely on Retain Proceeds day-to-day, so the Credit Note lands in the right place in Xero.

How to retain proceeds

  1. Find the RCTI - on the Money screen, or a Sale's Billing tab - and open its action menu.
  2. Tap Retain Proceeds.
  3. You'll see the Current amount owing on the RCTI (its total, minus any payments already made). Enter the Proceeds to retain — this can't be more than the current amount owing.
  4. Check the Amount owing after retaining proceeds figure updates as expected, and confirm the GL Code (pre-filled if you set a default).
  5. Save.

 

What happens next

  • A Credit Note is generated for the amount you retained, booked against the GL code you chose, and numbered using your Retained Proceeds Prefix. Creating the Credit Note here doesn't push it to Xero by itself - like any billing document, it still needs to go through your normal export step (Approve & Export, or Send to Xero) before it actually reaches your accounting system.
  • That same amount is added as a charge to the RCTI, so the total owed to the vendor drops by exactly that much.
  • The RCTI's row on Money will now show the Credit Note's GL Code, Integration Status, and Document Number.

 

Sync to Xero

Once you sync the Credit Note relating to a Retained Proceeds to Xero, the Integration Status column you see in the Money section or Transaction section on a Business isn't AgriNous's own status - it's Xero's status for that document (Draft, Submitted, Authorised, Paid, or Voided), and it only updates when you sync, either by exporting the document or by clicking Sync Financial Integrations.

This matters because it's what determines whether you can still edit the retained amount: you can freely go back and change the amount or GL Code right up until Xero reports that Credit Note as Paid. Once that happens, AgriNous locks it - you can't change an amount that's already been settled on the Xero side. In practice, this means:

  • If you haven't exported and synced yet, you can still adjust it.
  • If your account isn't connected to Xero at all, there's no external "Paid" signal to lock against - the retained amount stays editable indefinitely.

 

Troubleshooting

You can't reverse a billing document that has retained proceeds attached. If you need to undo a change, remove the retained proceeds first.