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Deposits

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Deposits are payments made on open layaways, orders, service orders, and internet orders, all of which are simply termed "Orders" or Pending Transactions.

There are several things you should know about Deposits in POSitive:

Accepting Deposits at Time of Creation of Pending Order

When a layaway, order, etc. is created and about to be saved, POSitive asks if a payment is to be applied.  By default,  POSitive asks for full payment, but a portion can be selected.  Payment can be taken by any of the defined tenders except for on store account.

Accepting Additional Deposits On Pending Orders

Payment can be received without editing the order from the "...In Process" list by highlighting the order and selecting the Payment button at the top of the screen.

Pending orders can be edited and from the ESCape menu, you can choose to Accept Payment.

Deposits Are Not Listed On The Sales Tax Report

Sales tax is calculated on an order, however, it does not get included in the Sales Tax Report until the order has been converted to an invoice.  An order means the product has not been delivered.  All orders must eventually be converted to invoices or voided.

Deposits Decrease Amount Owed When Order Converted To Invoice

When the order is converted to an invoice, deposits are deducted and the customer must pay the remaining balance.  If, the invoice is not processed and is held again as an order, the deposit follows with it.

Deposits On File Report

You can get a report of all active deposits which totals amounts and identifies the pending orders .  Go to Report Center: Customer Reports: Deposits On File.  This report can show current deposits or completed (historical) deposits or both.  Set a date range.

Deposits Can Be Refunded In Full Or In Part

If the order is canceled or changed, deposits on the order can be refunded in full or in part.  On the "...In Process" list highlight the order, choose the Payment button, and choose Issue Refund.  Choose to refund the full amount or partial amount.

Deposits Can Be Viewed From The Customer Center

Open the Customer Center, highlight the customer, and choose Current Deposits.  Deposits applied to active pending transactions will be displayed.

Deposits Can Be Transferred From One Order To Another

If the customer has multiple orders with deposits, you can refund the deposit of one order, as described above, and then apply the deposit to the other order.  One method is to refund to store account as a credit and then use the store credit as payment on the other order.  This is especially useful if the full refunded amount cannot be used immediately.

Deposits Can Be Forfeited

If you have justifiable reasons, you can cause the refund to be forfeited in full or in part and credited to a special customer account.  (see Forfeit Deposits)

Deposits Are Refunded When Order Voided

When choosing the Void option, you will be prompted to refund the deposit.

Deposits Made By Credit Card Payment

At Invoice History only a brief reference is made to how the deposit was made.  If you need to know the credit card number, go to Management: Credit Card Manager and do a Query for that transaction.