Deposits on Work Order

Counter Menu -> Contract Deposits /Reservation Deposits -> Work Order Deposit option -> Deposits on Work Order

Use this program to add a deposit to an existing Work Order, and to reprint the W.O. without having to review the whole order in the Work Orders program.
Deposit history may also be viewed, displaying when previous deposits were taken, the amount, and the method of payment used.

This utility can also be used to refund deposits, if a customer decides to cancel a contract.

A deposit is money received as a security for the service work to be done.
It is assumed that only money which can be taken to the bank that night is a deposit.
A blank credit card imprint or a blank check is NOT a deposit since actual money has NOT yet changed hands. A deposit is NOT a credit card authorization for a fixed spending limit by your customer.

The Outstanding Deposits Report can be used to track deposits taken.

The prompts for taking a deposit or refunding a deposit, include:

TYPE OF DEPOSIT

Select one of the following document types to receive the deposit:

• Click Contract and add the contract deposit as outlined in Contract Deposits.
• Click Reservation and add the reservation deposit as outlined in Reservation Deposits.
• Click Work Order and add the W.O. deposit as outlined below.

WORK ORDER #

Enter the W.O. number or look it up in the Estimate/Work Order Search window.

A deposits can not be added to a closed Work Order.

BILL TO NAME

The customer's billing name is displayed on the screen, so that the operator can visually confirm that this is the right document.

ACCUMULATED DEPOSIT

The sum of previous deposits on this document appears on the screen. This is a display information only field.

A button is provided to view the deposit history on this document as outlined in Deposit History.

DEPOSIT USED

The amount of any deposit that has already been applied to W.O. invoices generated from this WIP Work Order displays on the screen.

Note: The "Work In Progress" (WIP) feature that allows multiple billings on the same W.O. can be activated by Texada Client Services from the Custom Processing parameters.

DEPOSIT REMAINING

The amount of deposit outstanding on this W.O. is displayed.

ADDITIONAL DEPOSIT AMOUNT

Enter the amount of the New Deposit as positive. This will add to the outstanding deposit on the document.

Deposit Refund:
If service is cancelled or voided, any outstanding deposit must be refunded in order to close or delete the W.O.
A deposit refund can be entered as a negative dollar amount, usually in the same Method of Payment that it was taken.

With Texada Pay if the 'Refund Existing Payment Only' control is activated in the Texada Pay configuration, a one-time refund can only be given if it is less than or equal to an existing deposit transaction amount.
Some clearing houses will not approve a refund unless the original payment has been processed and approved so if a refund cannot be processed immediately the operator is given the option to add the Refund Request to the TP Pending Refund Queue table to be re-submitted to the clearing house at a later time.

METHOD OF PAYMENT

Enter the payment method or select how the dollar amount was taken from the options outlined in Taking the Payment Options and Explanations.
The payment method is based on whether the Texada Pay feature has been activated and the currency of the Customer.

DATE

If a deposit amount was entered, enter the date the deposit was received.

PRINT WORK ORDER

Uncheck this box to skip printing the document.
Check this box to reprint the W.O. with the additional deposit information.

A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.

Finished?

Click ACCEPT to complete the deposit or CANCEL to abort this deposit entry.

CLERK Confirmation

If the Prompt For Clerk flag has been set in the Company Security Parameters, the Clerk Confirmation window is triggered to capture the clerk code and also the password if required.
If this security feature is not used and a clerk code is not entered, then the current operator signed in will be assumed.

CASH DRAWER

If the operator signed in has been flagged to utilize the Cash Drawer in Operators, the associated drawer opens per the command set in the Cash Drawer utility.
If a specific drawer has not been assigned to the operator, then the default drawer assigned for the document division in Divisional Miscellaneous Parameters, opens.
An audit record is written to the Cash Drawer Inquiry for function WOWH35, with the system generated reason of "Add Work Order Deposit".

GENERATE RECEIPT

The Print Receipt pop-up is triggered for the payment only if the 'Prompt for Payment Receipt' feature is activated in the Company Customer Forms Configuration settings.