Deposits

Deposits (Diagnostic Fees, Down Payments, Bench Fee)

 

What it does:
Capture down payments for work to be completed or physical goods not yet in stock.

 

What it doesn't do:
You cant create more than one Variable deposit amount.
Check if a deposit has been paid.

 

Table of Contents

Overview
Category Creation
Deposit Product Creation
Taking a Deposit
Adding Charges
Troubleshooting
FAQ

 

Overview

 To start, you need to activate the feature. Do this by heading to Admin > Invoice Preferences > Enable the Deposit Feature > Save.

 

Once the deposit feature is activated the system will create a “Deposit” category in your inventory settings, do not delete this category as it is integral to the integration. You can view this Deposit Category in Admin > Inventory > Category editor. If you accidentally deleted this category you can add it by following by clicking Add Category and name it Deposit 

 

Deposit Product Creation

Next, you need to create a Deposit Product to use with the ticketing/invoice system. Head to the Inventory tab and click New Product.

There are 2 forms that Deposits can take. You can create a static (constant) priced deposit that is used for certain job types, like computer repair. It's also possible to create what is called a Variable deposit. This is handy if you have cases where the deposit amount can change the price from job to job.

 

Static Deposit Amount Creation

Head to Inventory > Create New Product

1. Give it a name and description
2. Add the amount you want to charge for the  deposit in the "price retail" field
3. Select the "Deposit" category from the category drop down

 

Variable Deposit Amount Creation

Head to Inventory > Create New Product

1. Give it a name and description
2. Leave the "price retail" field BLANK
3. Select the "Deposit" category from the category drop down

 

Taking a Deposit

Now that you have everything configured, you are ready to collect a Deposit. Deposits are tied to tickets first, but use the invoice/payment system to take the payment.

When you are on a ticket, click Actions > Take Deposit

You will then be taken to the Deposit capture screen. It's on this screen that you can select from the stat deposit amounts or if using a variable amount, enter the deposit total.

Once you choose the amount to collect, you are taken to the Payment Capture screen where you collect the customer's money for the deposit. After that, you are taken back to the ticket.

There are some things to note. The Deposit is listed in the Add/View Charges as a negative amount on the ticket. You'll see why down below. The other thing to note is that the Deposit invoice is linked on the ticket.

 

Adding Charges to the ticket

You can now add additional charges to the ticket as you perform your service. Those charges will collect alongside the credit until the ticket is ready to have its final invoice created.

Once the final invoice is ready to be created, click Make Invoice from the ticket.

When the invoice is generated, all of the ticket charges in the Add/View will be brought over to the invoice, including the deposit line that will be applied against the other charges.

If you head back to the ticket, you will now see 2 invoices linked. You will see the original invoice where you took the deposit and the final invoice containing the credit.

 

Troubleshooting

Variable Pricing not showing field

If you find that your Variable Deposit amount entry field is NOT showing. This is likely because you have 2 Deposit products without a price specified. You can only have ONE Deposit Product with an empty "retail price" field. Add a price to one of the products and hit save to fix.

 

FAQ

Q: Taking a deposit does not check if the deposit has been paid?

A: The second you hit Take Deposit in the ticket screen it will add the deposit as a credit to the ticket in the ticket charges even if the payment for the deposit was not completed.

 

Q: How do I refund an invoice that has a deposit attached?

A: If you want to refund an invoice that has a deposit on it first go to the deposit invoice and refund this before you refund the invoice that has the deposit added to it.

 

Q: I want to use deposits but only want a single invoice on the ticket how do I do that?

A: In order to use the deposit feature correctly you have to have a separate invoice for your deposit, an invoice is generated automatically in the background once you hit to take a deposit. It is recommended that you do not add anything to the deposit invoice as this charge has been added as a credit to the Ticket Charges.

The correct workflow would be to take deposit then you can add new ticket charges to the ticket, once you are done adding charges to the ticket click on make invoice to create the final invoice. This will automatically add all ticket charges and the deposit to a new invoice. You will see the deposit come up on the second invoice as a negative amount that is deducted from the second/final invoice.

 

Q: Can I add a deposit to an invoice as a line item?

A: No, A deposit should only be taken form the ticket, and should not be added to an invoice. Adding a deposit to an invoice would break the flow. 

 

Q: Can I add a deposit to the ticket charges

A: No, the deposit should be added via the take deposit button.

 
 

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