Question
How to Refund a Retained parts deposit?
Answer
In order to refund a retained parts deposit go to Parts > Customer Orders > Customer Orders and go to the Outstanding tab.
Search for your order and delete it:
It will ask you if you want to delete this Customer Order. Press "Yes".
It will ask you if you want to refund the deposit. If you say "No", the DMS will be instructed to hold the deposit as a retained deposit.
So after selecting "No" the order is deleted.
To refund you need to pass the matter to the accounts team. Go to Accounts > Nominal Ledger > Ledger Parameters.
Select the correct division and period.
Find the retained deposits nominal in the Division Accountings Groups.
Go to the ledger that you are working within.
Next, find the Retained Deposits Nominal.
Make a note of the Deposit Retained. For example, here it is X02010.
Next, go to the nominal ledger enquiry screen in Accounts > Nominal Ledger > Enquiry.
Enter Nominal Code in Type and add the code into Nominal Code.
Once you have changed the type to Nominal code and entered the code, select display.
Next Press View Details. Here you can see the details of the actual deposit itself.
Take note of the Reference number of the previously cancelled order and the value. For example here the reference would be 61621 and the value would be 42.96.
The Accountant would need to take note of the nominal code and go to Cashbook > Payments > Sundry Payment.
This will make the payment back to the customer, ensuring this comes from the retained deposits nominal code.
This will now refund a retained parts deposit.