Overview
Workshop deposits will allow deposits held against a CRM record to be used to pay off the whole or part of a workshop invoice. The deposit can also be taken when creating the job or upon invoice.
This can be useful for scenarios where you wish to pre pay a reserved part, pay against larger repairs or if customers wish to pay partly by card and partly by cash.
Summary
Within Accounts > Sales Ledger > Ledger Parameters
Within the transaction parameters tab you will see the following parameters for the deposits function;
Deposits Cash Nominal: This nominal code will be used to monitor deposits that are yet to be banked. It is recommended this be an open item nominal code so each deposit can be monitored via an open item. The value and open item will then be cleared via a cashbook posting.
Deposits Nominal: This will act as a control nominal and will hold the deposit until it is either refunded or used in a workshop invoice.
Next Deposit Number: This is the reference number that will be assigned to the next deposit take and will go up sequentially.
Please note: Once the nominal code has been set it cannot be removed or changed unless the nominal in question has a zero year to date balance.
Taking a deposit
There is now a Deposit button at the bottom of the Customer and Vehicle tab when in a workshop booking or job.
Pressing this button gives the following pop up box;
In this screen the details of the deposit are entered.
Notes: Narrative for the deposit
Payment Method: For workshop this can only be card, cash or cheque. If another method is selected the system will not allow you to continue.
Module: When going in via the deposits button in workshop this will default to workshop but the deposit can also be taken directly from the CRM record in which case there is a choice between workshop and vehicles.
Workshop Department: Which workshop department this is associated to.
Once the details are filled in, press next and the deposit will now show against the CRM record and be available to be used in the job. A deposit receipt will also pop up in a print preview window.
As with vehicle deposits no VAT is taken with deposits and must be posted separately. Also every deposit taken will write a line of contact history.
The deposit can be viewed in the workshop reporting in the End of Day Report.
In the day book the following can be seen;
These entries can be identified as deposits as the account name will be the customer’s name instead of a sales ledger account.
There is also a report in Accounts > Sales Ledger > Reporting. In here there is a new tab called Deposits.
Here all outstanding deposits can be viewed. Please note, if the deposit value taken exceeds the workshop invoice value it will leave the remainder in here as an outstanding deposit to be used later.
Performing a nominal enquiry will show the nominal postings associated with the deposit using the nominal codes entered in the set up.
Banking a deposit
Within Accounts > Cash Book > Receipts
Enter the date, reference number, choose a bank and enter a value as normal.
There is a deposits receipts box for any deposits to be posted in.
Enter the value and click the deposits receipts option.
You will be asked to select a module if workshop and vehicle deposits are both enabled.
If only one is enabled, it will not ask this question. There will also be an option to select the workshop department (Please note this is only applicable for those using short codes)
A narrative can be entered and pressing accept will post the receipt;
If the nominal code set as the Deposits cash nominal is an open item code as suggested this is when the opportunity arises to clear this open item.
Clicking the triangle against the line will enter the full value in the credit column, clear the balance by the credit value and populate the notes with the narrative entered in the previous pop up.
The transaction will then have been posted successfully and an option to print the daybook will be available.
Looking at the nominal postings they will show as follows;
This then clears the value out of the deposits cash nominal as it is now banked.
Invoicing
Within Workshop > Invoicing > Produce invoice
When the invoice button is pressed it will by default put the full deposit value against the workshop job total.
However, any deposits can be unticked if they are not to be used for this particular invoice. If the deposit equals the total of the invoice this will pay off the job in full. If it only pays for a partial amount, pressing accept on the deposit pop up will direct to the normal payment screen for the remainder. The deposit value will be shown in this payment box as a confirmation.
Looking at the daybook in the end of day reports, the invoice will show with a paid value which will be the total value of the invoice, less the deposit value.
In the sales ledger the following can be seen;
Notice that if the deposit is less than the invoice total it will part pay the invoice value by the amount of the deposit and create a receipt line for the deposit value that will show as allocated. If the deposit was for the full value, both lines would show as allocated/paid.
The nominal postings the deposit makes after the workshop job is invoiced are as follows.
This will hit the sales ledger control as any normal posting would and clear out the deposit nominal set up earlier which acts as the control code.
Cancelling a deposit
If a deposit needs to be refunded, surrendered or transferred to another CRM record this can be done from Accounts > Sales Ledger > Reporting > Deposits Tab to view the deposits Report.
This report works much the same way as the deposits report within the Vehicles module. Double clicking into any of the deposits will give the following options.
Selecting Refund will remove the deposit from the report and CRM record as well as reversing any nominal postings with a narrative of deposit refunds. This will also clear the open item. Selecting Surrender will allow a nominal code to be selected as this would be a retained deposit. Finally Transfer will allow another CRM record to be selected, neither surrender or transfer will clear the open item as it is still a value to be banked.
Related to