Order Entry Deposits
Purpose
This
document outlines how to process a customer deposit payment on a Invoice or
Repair Order in COSTAR.
Adding a Deposit
A Deposit can be added to an order entry
document if a customer pays a deposit. Deposits are usually paid in advance of
work being carried out or taken as a pre-payment for parts ordered.
- Navigate to ‘Order Entry’
- Select ‘Repair Order’ or
‘Invoice’ depending on your business.
- Open the document that requires
a deposit to be added.
- Enter the code ‘DEP’ on an
available detail line and then enter the deposit amount.
- (Optional) You may also enter the product which the customer has ordered. This will commit the stock for the product if it is defined in your Inventory and show an amount owing net of the deposit amount, on the Document.
- Sell the document. The system
will automatically detect the presence of a ‘DEP’ -Deposit Item line and create
a new Invoice document with the same document number but with a suffix
of (DEP).
Further Explanation
This new document will be printed
as an Invoice - containing only the Deposit. The normal Cashier function
will be presented to process the receipt of the customer's deposit amount only.
The accounting entries generated
for this deposit taken will debit (+) the Bank and credit (-) the Accounts
Receivable Deposit Customer which comes default with the COSTAR database.
The entry in the Deposit Customer
account carries the Deposit Invoice number and the customer's name.
The original document will remain
in Work-In-Progress screen as needed until the job is completed and final sale
is conducted.
When the work is completed and
the original document is sold the “Sell” function will operate as a normal sale.
The total amount due will show less the already taken deposit amount.
The system will automatically
generate a clearing entry to the Deposit Customer account.
Removing/Cancelling a Deposit
If a customer has cancelled an
order that they had paid a deposit for the deposit needs to be returned and the
Order Entry Document cancelled.
To cancel a deposit simply open
the invoice/repair order from the WIP screen and delete all lines except for
any deposit lines (there may have been several deposits paid on the document).
Sell the document with the
negative (credit) value to the appropriate tender method so you can return the
deposit to the Customer.
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