Deposits on Sales Order

This utility can be used to add a deposit to an existing order, without having to review the whole order in Sales Orders.
Deposit history can also by reviewed, including when previous deposits were taken, how much and the method of payment used.

This program can also be used to refund deposits, if a customer decides to cancel an order.

A deposit is money received as a security against the products ordered.
It is assumed that only money which can be taken to the bank that night is a deposit, whereas 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.

Outstanding order deposits are listed on O/S Deposits Report.

New Deposits:

ORDER #

Enter the order number or look it up in the Sales Order Search window.

BILL TO NAME

The Bill To Name of the customer appears on the screen, to visually confirm the order billing.

ACCUMULATED DEPOSITS

The sum of previous deposits on this order is displayed.

DEPOSIT USED

The amount of the deposit currently applied to invoices generated from this order is displayed.

For example, if some of the products ordered were back ordered and some were invoiced, part of the original deposit could be used against the first invoice and the remaining used when the backorder quantity is shipped.

DEPOSIT REMAINING

The amount of deposit outstanding on this order is displayed.

ADDITIONAL DEPOSIT AMOUNT

Enter the amount of the new Deposit as positive, to add to the outstanding deposit on the order.

VIEW DEPOSITS Window
A window is provided on the Additional Deposit Amount field to view any previous deposits received on this order.
The deposit date, payment method, deposit amount, and authorization information are displayed.
Click EXP/CON to expand the deposit details to view any Credit Card information.

Deposit Refund:
If an order is cancelled or voided, any outstanding deposit must be refunded in order to close or delete the order.
A deposit refund can be entered as a negative dollar amount, usually in the same Methods of Payment that it was taken so that the same G/L Deposits Held account is updated by the change in value.

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

Accept today's date or enter the correct date the deposit was received.

PRINT ORDER

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

Uncheck this box if a new copy of the order is not required.

Check this box to print a new copy of the sales order.

PRINT PRICES

Uncheck this box to omit product prices and deposit information on the re-printed sales order.
Check this box to print the product prices, extended amounts, and deposit information on the sales order.

Finished?

Click ACCEPT to proceed 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 OEOH15, with the system generated reason of "Add 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.

Cash Refunds
If an order is cancelled or voided, the outstanding deposit must be refunded to close or delete the order.
Usually, the deposit is refunded in the same manner that it was taken.
e.g. If a Visa deposit was taken, then a Visa refund is usually issued.
To issue the customer a Check instead, refer to the comments on Check Refunds below.

ORDER #

Enter the order number or look it up in the Sales Order Search window.

BILL TO NAME

The Bill To Name of the customer is displayed.

ACCUMULATED DEPOSITS

The sum of previous deposits on this order displays.

DEPOSIT USED

The amount of the deposit currently applied to invoices generated from this order displays.

DEPOSIT REMAINING

The amount of deposit outstanding on this order is displayed.
This is the amount that needs to be refunded in order to close the order.

ADDITIONAL DEPOSIT AMOUNT

Enter the amount of the refund as negative.
This will subtract from the outstanding deposit on the order, to reverse the deposit.

METHOD OF PAYMENT

Select how the refund was issued from the drop-down list.

If the method of payment was a credit card that requires authorization, a window opens as outlined in Credit Card Scanners.

Credit card information is saved in Customer Information, and can be reviewed in Credit Card Inquiry including the masked Card# where only the last 5 digits of the card are retained, the Card Type, the Name on the Card, and the Expiry Date.

DATE

Accept today's date or enter the date the deposit was refunded.

PRINT ORDER

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

Uncheck this box if a new copy of the order is not required.

Check this box to print a new copy of the sales order.

SHOW PRICES

Uncheck this box to omit product prices and deposit information on the re-printed sales order.
Check this box to print the product prices, extended amounts, and deposit information on the sales order.

Finished?

Click ACCEPT to proceed or CANCEL to abort this refund entry.

Check Refunds:
If there is insufficient cash on hand in the drawer to issue the refund, a check can be written for the refund amount instead.
This requires a special Method of Payments Code CKREF Check Refund to be setup. Follow the steps described for issuing check refunds on contracts in Contract Deposits.

Alternatively, let the refund become a credit On Account.
Then use G/L Checks to issue a check for the refund On Account.