The deposit report within vehicle reporting serves a number of purposes – as well as
reconciliation purposes, the report is used to amend existing deposits. Once this option is
selected from the left hand menu, the following screen is displayed:
The deposit report can be run at Company, Division or Branch level within the company
structure (dependent upon user access). A date range can be specified using the Date From
and Date To field – alternatively a particular customer or stock number can be selected. The
Deposit Type field is used to select deposits paid by cash, cheque or credit card; alternatively
‘All’ will display all deposits recorded on the system within the date range specified.
Deposits attached to vehicles that have been invoiced previously can also be refunded from
the Outstanding Deposit report, up until the point the vehicle has been Finalised during the
month end process.
The deposits will remain on the report until the Vehicles reach Archived status.
The Outstanding Deposit report contains a filter to Exclude Invoiced Vehicles as shown below.
This filter allows the focus to remain on the deposits held prior to invoice.
The Only Unprinted filter, if ticked, will only display deposits that did not have a receipt printed at the time of taking the deposit:
Once these fields have been completed, select ‘Create Report’ to display the results as below:
Each deposit taken through the system creates nominal entries into the deposit nominal codes.
This report reconciles to the nominal code used for ‘Deposits’, to which a credit entry is posted
for each deposit taken.
For each deposit taken, the unique system generated deposit number is displayed, along with
the customer, the payment type and the stock number to which it is attached (where applicable).
The date the deposit was recorded on the system is also displayed, along with the user responsible for the entry and the value. For reconciliation purposes, a summary of payment types is displayed at the top of the screen. This report can be exported into Excel or printed as normal using the options at the bottom of the screen.
A number of actions can be taken regarding vehicle deposits from this screen. To begin any of
these actions, double click on the deposit required to open the following screen:
The following options are available:
Refund – will refund the customer’s deposit.
Surrender – enables a user to surrender a retained deposit into the nominal ledger.
Release Vehicle – will detach the deposit from the customer order for a vehicle, but retain the deposit against the CRM record.
Transfer – enables the deposit to be removed from one CRM record to another if the deposit has been recorded against an incorrect record.