Customer Deposit against specific stock items

The following presumes that you are viewing either the POS Summary or POS Details screen.

Deposits can be placed against specific items and used in the future to pay for those items only. A General Credit could be raised to handle this situation but deposits ensure that the credit is used only against the specific item it was recorded against. The operator can optionally place the item on special order as part of processing a deposit.

A separate deposit transaction must be recorded for each item with a deposit.

Placing a customer deposit on a stock item

From the Main or Details POS screen Click the “All other Trans” (F8) button and select Customer Deposit. You are prompted optionally for an operator id. You must select the customer who is making the deposit. A new contact record can be created here if they are not already in the contact database. You are then prompted for the item the deposit is being placed against and the amount per item if more than 1 is being ordered. Payment is then processed as normal for the total amount of the deposit.

Making a payment using a customer deposit.

When a customer comes in who has unused deposits on one or more items you start a linked sale to them (not to the standard counter customer) as you normally would for this customer. You process the sale as normal, adding a mixture of items with and without unused deposit credits against them.

At payment time Bookmine will automatically consume unused deposit credits as payment against books with deposits. The printed invoice will indicate this. Deposits for items can only be used to pay for those items.

Convert a deposit credit to general credit

To convert a deposit credit into a general credit, i.e. one that can be used against any sale, consume the deposit credit and raise a general credit for the same amount. This can be carried out using the corresponding line item Pay button on the POS Summary screen or the Transactions Summary screen. Use the Consume Credit button that is displayed.

This process should only be carried out in exceptional cases where an item was ordered and cannot now be sourced for some reason. You do not want deposits to be mistakenly consumed against general stock items. Items may have been ordered specifically on the basis that deposits were placed on them.