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Security Deposit Maintenance

Security Deposit Maintenance​

From the DockMaster menu, select Marina Management > Security Deposits > Security Deposit Maintenance

Prerequisites Create Pay Type Codes through Pay Type Code Maintenance. A pay type should exist for each payment type accepted (cash, Visa/Mastercard, American Express, etc.)

Security Deposit Maintenance allows the user to POST or RETURN all or part of a security deposit for a storage customer. If the deposit is processed through this program, it will not show up as a credit on the customer’s monthly statement; enter the payment through the A/R Cash Receipts Entry program to show the deposit as a payment on account.

Entering a NEW Security Deposit

  • Customer Number - Enter a Customer Number or type in the customer's name preceded by a backslash "" to access a cross-reference list. Once a customer is entered, the current deposits on file are displayed in the Deposits grid.
  • Click the New Deposit button in the Command Panel to enter a NEW deposit.

-- Security Deposit Entry --

  • Deposit Date - Enter the date of the deposit or accept the default system date.
  • G/L Eff Date - Enter the effective Date of the deposit or accept the default system date. The date entered will be the accounting date used to post this deposit. If you enter any date prior to the current date, the following message is displayed when you click the Apply button: Back dated deposit will be posted to today’s ship’s store batch. This means that this deposit will appear on the current day’s Daily Cash Report.
  • PayType - Enter the form of payment used by the customer to pay the deposit. (e.g. check, cash, credit card, etc.).
  • Amount - Enter the amount of the Deposit.
  • Description - Enter a description of the Deposit (optional)
  • Action - Enter the type of deposit you are entering. Click the down arrow to display the options.
    • A Storage Deposit will require a Boat ID number. This type should be used for most storage/rack deposits.
    • A Wait List deposit will require a Wait List ID and Wait List Entry Number.
    • A Key deposit doesn’t require a Boat or Wait List ID.
  • Wait List ID - If this is a Wait List deposit, enter the Wait List ID for this deposit. This is a required field for Wait List deposit types.
  • Entry Number - If this is a Wait List deposit, enter the Entry Number corresponding to the customer’s position in the Wait List.
  • Boat - If this is a Boat or Key deposit, enter a Boat ID for this deposit. This is a required field for Boat deposit types.
  • Ref. Number - Enter a Reference Number or press Enter to generate a system number. Use this field for a check #, credit card authorization number, etc.
  • Click Apply to accept this deposit. Important: Deposits do not POST and take effect until you click the Save button in the Command Panel; the Save button finalizes all changes to this customer’s deposits and creates Journal Transactions for deposits received, refunds, and forfeitures.

Refunding a Security Deposit

The Security Deposit Entry program allows you to return a deposit in the following ways:

  • By creating a Credit Memo on the customer's account,
  • By creating an Invoice in Accounts Payable,
  • By making an accounting entry to Post the refund
  • By paying the customer with cash from the cash drawer
  • A combination of these scenarios.

To refund an existing Security Deposit

  • Customer Number - Enter a Customer Number or type in the customer's name preceded by a backslash "" to access a cross-reference list.
  • Once a customer is entered, the current deposits on file are displayed in the Security Deposits grid.
  • Click on a deposit in the Security Deposits grid to select the deposit.
  • The Refund Detail section will become active and allow you to enter information.

-- Refund/Forfeit Detail --

  • Refund - Click in the Refund prompt to enter the amount of the deposit you are refunding. You can refund part of the deposit if desired; the balance will remain as a deposit.
  • Click Apply to continue processing the refund.
  • Click Save to finalize the Refund. Important: Refunds do not POST and take effect until you click the Save button in the Command Panel; the Save button displays the Refund Distribution Information window to finalize all changes to this customer’s deposits and create Journal Transactions for deposits received, refunds, and forfeitures.
  • The Refund Distribution Information window is displayed to allow you to choose how the deposit is to be refunded (e.g. credit memo in A/R, invoice in A/P, cash refund from cash drawer or any combination of these). The refund to be distributed is shown in the Total Refund prompt and the default refund method is a Cash Refund.
  • Click OK to refund the deposit in cash from the cash register.
  • Click in the A/R Credit Memo Amount field to enter the amount of the refund that will be credited to the customer’s account.
  • Click in the A/P Invoice Amount prompt to enter the amount of the refund that will be returned to the customer in the form of a check.
  • Click OK to process the Refund.

Forfeiting a Security Deposit

To forfeit an existing Security Deposit

  • Customer Number - Enter a Customer Number or type in the customer's name preceded by a backslash "" to access a cross-reference list.
  • Once a customer is entered, the current deposits on file are displayed in the Security Deposits grid.
  • Click on a deposit in the Security Deposits grid to select the deposit.
  • The Refund Detail section will become active and allow you to enter information.

-- Refund/Forfeit Detail

  • Forfeit - Click in the Forfeit prompt to enter the amount of the deposit the customer is forfeiting. Note: A portion or all of the deposit can be forfeited.
  • Click Apply to continue processing the forfeiture.
  • Click Save to finalize the Forfeiture. Note: Forfeitures do not POST and take effect until you click the Save button in the Command Panel; the Save button creates Journal Transactions for deposits received, refunds, and forfeitures.