Managing Deposits
This article provides guidance on how to handle deposits from a customer in the Garage Hive system:
How to Take a Deposit in a Document
To take a deposit on a document, such as a Jobsheet, Sales Order, or Sales Invoice:
Open the document from which you want to take a deposit, then select Payments/Posting from the menu bar, followed by Take Deposit.
Enter the Payment Method in the Payment Method Code field and click Next.
In the Amount field, enter the amount the customer wishes to pay as a deposit for the document. You can also add a description in the Description field. Click Next.
Before posting, double-check the deposit’s details. If you need to make any changes, click Back to return to the previous page.
Click on Post after reviewing and confirming all the details are correct.
You can select to Print or Email the receipt.
How to Post Deposits to Customer Accounts
From the Role Centre, select Take Payment.
In the Customer Name field, type to find and select the customer’s name.
Once selected, the customer’s balance will be displayed in the Customer Balance field.
Click on the ellipsis (…) in the Payment Method Code field to select a payment method.
Since you want to take a Deposit Payment, select the Deposit Payment slider.
The Next button is now active, and you can proceed to the next page.
In the next page, enter the amount of the deposit to be received in the Amount field and add a description, which is by default Deposit.
The Next button is now active, and you can proceed to the next page.
Before posting, review the Deposit Payment details on the last page.
In the Receipt field, choose whether to Print or Email the receipt.
If you have an integrated card terminal and have chosen a card payment method, the Lump Payment option will be selected by default. This means that if you choose to post this Payment, the card terminal will be triggered and the entry will be posted if the Payment is successful.
Select Post to post the payment.
Using Deposit Amount as Payment Method in a Jobsheet
If you want to use deposit amount as payment method in a Jobsheet:
Open the Jobsheet to which you want to apply the deposit.
Select the Payments/Posting menu and then click Take Payment.
The Available Deposit is shown at the top of the Take Payment page. If the document has a different Bill-To customer from the Sell-To, both deposits will be indicated.
Select UseDeposit from the list of payment methods and enter the amount you want to use in the Amount column.
You can also use the Apply Deposit Amount action, which appears on the notification at the top, to use the entire deposit amount available for the customer or to fill in the Difference for the amount paid in the UseDeposit payment method.
Close the payment method window by clicking Close.
You can now Post the Jobsheet, and the Deposit Amount will be applied to the Jobsheet as a payment method.
Applying Deposits to Posted Documents
In the top right corner, choose the search icon, enter Customer Ledger Entries, and select the related link.
Select the document to which you want to apply the deposit, then Home from the menu bar, followed by Close With Deposit - Preview to preview the posting.
The Posting Preview page appears. After you’ve confirmed the posting, close the page.
You can now apply the deposit by selecting Home from the menu bar, followed by Close With Deposit.
In the Deposit Entries page, select the deposit you want to apply and click OK.
In the notification “Do you want to post the journal lines?” select Yes.
Transferring a Deposit Between Customers
The Transfer Deposit action allows you to move a deposit from one customer account to another. This is useful when a deposit was recorded against the wrong customer, or when a customer requests to transfer their deposit to another account. Here is how to transfer a deposit between customers:
In the top right corner, choose the search icon, enter Deposit Entries, and select the related link. The Deposit Entries page opens, where all deposit transactions are listed.
Find and select the deposit entry you wish to transfer, making sure it is highlighted. In the actions bar, select Actions, followed by Functions and click on Transfer Deposit.
The Transfer Deposit Entry window will open, pre-filled with the details of the selected deposit entry. Specify the Destination Customer, Posting Date, and enter the Description.
If you select the Correction slider, the Posting Date and Description of the original deposit entry will be used, and these fields will be uneditable.
Click OK to confirm the transfer.
The deposit amount will be moved from the original customer account to the specified destination account.
Tip: Always double-check the details before confirming a transfer to avoid moving deposits to the wrong account.
How to Refund a Deposit
The Refund Deposit action allows you to return a deposit amount to a customer directly from the Deposit Entries page. This is useful when a customer is entitled to have their deposit refunded, for example, if a job is cancelled or the deposit is no longer required. Here is how to refund a deposit:
In the top right corner, choose the search icon, enter Deposit Entries, and select the related link. The Deposit Entries page opens, where all deposit transactions are listed.
Find and select the deposit entry you wish to refund, making sure it is highlighted. In the actions bar, select Actions, followed by Functions and click on Refund Deposit.
On the Take Payment page, choose the Payment Method Code to use for the refund, and click Next.
Enter the description, or leave it as it is. Click Next.
Review the details before posting. In the Receipt field you can select whether to Print or Email the receipt. Click Post.
The deposit amount will be refunded to the customer, and the entry will be updated accordingly.
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.
English (UK, IE, IM and IZ). To find documentation in other regions where Garage Hive operates, click here.