Question
A customer deposit for a vehicle is not showing on a vehicle invoice, why is this and how do I resolve this?
Answer
This will show you how to check why deposits may not be showing on vehicle invoices, and then how to rectify this.
You may get this on your vehicle invoice...
If this happens and you know there should be a deposit on this vehicle invoice it may be because a deposit has been taken for a customer, but not allocated to the vehicle they are purchasing.
You can check this a number of ways. In the CRM record for the customer, there will be a deposit taken in the deposits tab, but there will be a red x in the vehicles column against that deposit.
Another way to check on the vehicle stock card itself; In the accounts tab you can select deposits, and view deposits against the vehicle. If there are no entries, there are no deposits for this stock card. Below is an example of a vehicle with a deposit against it.
Finally, in Vehicles > Reporting > Accounts > Deposits, a report can be generated to show all deposits taken. If you know the customer name, and can see they have a deposit in this report with no stock number against that deposit, it means the deposit is not allocated to a vehicle.
To correct this, go to CRM > Enquiry and search for the customer. Once in the record, go to the deposits tab and you should see the deposit line under “Deposits”, you should also see the vehicle they have on customer order.
Double click the deposit so the details populate into the “Deposit information” box, then double click onto the vehicle to load the vehicle details into the Vehicles on customer order box. Finally, the “Assign Vehicle” button should turn from grey to blue. Click this to allocate the deposit. This will then print the deposit receipt. Then a green tick will appear to indicate this is now linked correctly.
Please note - to get this to show on the customer's invoice after completing the above steps, you will need to cancel the invoice and then produce the invoice again and it will now show correctly on the invoice.