Skip to main content

Work Order Deposits

Work Order Deposits​

Purpose To receive and apply advance payments for Retail work order repairs.

From the menu select Service, Maintenance Functions, Work Orders.

Create Deposits

  • The Create Deposits link is located in the links bar and is accessible once the Work Order has been saved. To enter in a Work Order Deposit click the Create Deposits link.

Work Order Deposit Entry​

--Cash Entry Screen--​

  • Prompts 1-5 - Batch ID, Clerk ID, Deposit Date, G/L Effective Date and Customer ID will default. The only prompts maintainable are the Deposit Date and G/L Effective Date. The first active prompt is Reference Number.
  • Reference Number- Enter a reference number for the deposit. This could be a check number or credit card authorization number. If you do not have a number, you can type "n" in the field and one will be created for you.
  • Pay Type- Enter the form of payment for the deposit. This can be cash, check or a type of credit card. For a list of valid Pay Type codes, press F6 or List F6 from the Command Panel.
  • Amount- Enter the amount of the deposit.
  • Description- Enter a description of the deposit (Optional). You can enter in the work order number or short description of the type of repair. The description will be active in the Daily Cash Report. Maximum 40 characters.
  • Credit Card Number- The only time you will use this prompt is if a credit card pay type has been selected. A can be stored on the customer record if credit card integration is active. If the customer does not have a credit card on file, you can enter in the credit card number and expiration date manually for this transaction.
  • Post- Press the Post button from the Command Panel when you have completed entering the deposit information in Cash Receipt Entry. The amount of the posting will transfer to the work order.
  • Print Receipt- To print a receipt for the payment received, press the Print Receipt button from the Command Panel. Note: The batch must be posted before a receipt can be printed.
  • Close- Press the Close button from the Command Panel to return to the Work Order Maintenance form.

View Deposits​

  • View Deposits- Press the View Deposits button from the Command Panel to review all the deposits that have been entered on the work order. The Deposit grid will show the deposit amounts, deposits applied, deposits forfeited, deposits refunded along with the deposit/refund/forfeit Journal Transaction numbers.
  • The View Deposits window is read only.
  • Close- Press the Close button from the Command Panel to return to the Work Order Maintenance form.

Refunds and Forfeits​

  • Refunds and Forfeits – Allows you to refund or forfeit the work order deposit received from the customer. Click on the link to begin the Refund/Forfeit process.
  • Deposit Grid - Select from the Deposit Grid the deposit that you want to Refund/Forfeit by clicking on it with your mouse.
  • Enter across the columns to select either the Refund or Forfeit column. Enter the amount in the field that applies.
  • Select the Update button from the Command Panel to add the deposit on the Work Order.
  • Press the Save button from the Work Order Maintenance Command Panel. After you have saved, a Refund/Forfeit window will pop up on the screen to have you select the way you want to refund the deposit.
  • Refund Choices- At the Refund Choices window, you will decide how you want to refund the money back to the customer. Your options are Accounts Payable, Other (Cash/Credit back) or Forfeit.
  • Accounts Payable- Choosing Accounts Payable gives you two options.
  • Check Now- Check Now will print a refund check for the deposit right now. To do this, enter the Financial Institution you want to cut the check from. The next check number will default in the Check Number field. Verify that this check number is correct. Press the Update button to complete the transaction and allow you to print the check.
  • Manual Later- Selecting Manual later will not cut the check right now. Instead, an Accounts Payable invoice will be created using a 99999 Misc. Vendor for the amount of the refund. The invoice can be reviewed using A/P Invoice Maintenance. Note: The invoice has not been posted.
  • Other- Other gives you additional refunding options for the deposit.
  • Cash Back from Drawer- The amount refunded will be recognized on the Point of Sales batch for the day.
  • Credit to Charge- The amount can be credited back to the credit card using PC Charge.
  • On Account- The amount can be applied as a credit against the customer's account.
  • Forfeit the Deposit- If the customer has to forfeit their deposit; go to the Forfeit column in the Deposit table. Enter in the amount of the deposit that is forfeited. The amount will default to the entire amount of the deposit. Adjust the amount if necessary.
  • Update- Press the Update button to update the Refund/Forfeit changes to the work order. Once you have updated, you are returned to the Work Order Maintenance form.

Applying Deposits at Billing​

--Apply Deposits--​

  • Deposits can only be applied against Retail work orders.
  • The amount of Unapplied Deposits will appear on the Work Order Billing screen in Red.
  • Select Apply Deposits from the Command Panel in the Billing form. The Apply Work Order Deposits window will pop up.
  • Work Order- Defaults in the field.
  • Customer Portion of Bill- Defaults the amount that the customer is responsible for paying. Not a maintainable field.
  • Amount to Apply- The amount of the deposit will default in this prompt once the amount is entered in the Amount to Apply column from the Deposits grid.
  • Update- Press the Update button from the Command Panel to apply the deposit and return to the billing screen.

--View Deposits--​

  • View Deposits- Press the View Deposits button from the Command Panel to review all the deposits that have been entered on the work order. The Deposit grid will show the deposit amounts, deposits applied, deposits forfeited, deposits refunded along with the deposit/refund/forfeit Journal Transaction numbers.
  • The View Deposits window is read only.
  • Close- Press the Close button from the Command Panel to return to the Work Order Maintenance form.