It is possible to take a deposit payment in advance for customer orders using the Point of Sale system.
In the Parts Department, because of the problems caused by negative stocks, it is not advisable to pre-invoice goods. It is recommended the parts are entered onto the WIP but the invoice not printed until the customer takes delivery of the goods.
Deposits for Service / Bodyshop work may be taken in the same manner.
Access the Parts POS screen and enter the goods required onto the WIP.
Select the Action (Printer) icon.
It is advisable to save the WIP to obtain a WIP number to use for a reference in the next stage.
Click on the first line in the Payment area to enter the deposit details. The following ‘Payment Detail’ screen will appear:
Enter the Amount and Reference.
Note: We recommend Reference 1 = WIP number and Reference 2 = the customer’s name.
A Payment Code will also need to be selected from the drop down list displayed.
If the payment is to be used for the next invoice to be printed leave the default radio button Process as it is.
If the payment is to be used for a later invoice, check the radio button Hold.
Note: There are only 5 lines available so take care when entering the details.
Select OK.
Print a Notification for the customer. This document will give details of the work carried out and the deposit payment taken.
Note: Once you have saved the WIP the Notification button will no longer be available, therefore you MUST print this document at this stage
Invoicing the Goods
When the goods have been received and you are ready to print the final invoice return to the ‘Action’ screen.
Before proceeding with invoicing check the status of the deposit.
If Process was selected when the deposit was received the status will be set to ‘I’ and ready for invoicing.
If the deposit was set to Held the status will be ‘H’. This status will need to be changed before the final invoice can be produced. To alter the status from ‘Held’ to ‘Process’ double click on the deposit line and select the radio button for ‘Process’ . The deposit line will now be shown with a status of ‘I’, ready for invoicing.
On the action screen the total amount of the goods will be displayed along with the amount of the deposit received.
Select Print from within the ‘Cash Sale Invoice’ area to print the customer invoice.
Cash allocation on Held deposits
If the deposit was set to Held the status will be ‘H’.
If the invoice was done to the cash account and the ‘Hold’ option taken when recording payment details, the payment will still be in the deposit account, awaiting allocation against the invoice. As the customer should have actually made payment at this point, we can now marry up the invoice and payment.
Enter the WIP number and from the menu, select ‘Tools’ then ‘Cash allocations’
This opens the allocation window
Click on the line in the grid to highlight it, then click the ‘allocate’ button
This will reopen the cash payment window where payment details can be entered and confirmed
Finally, click ‘OK’. This will then transfer the payment from the deposit account and allocate it against the invoice