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Customer Deposits
This function allows you to enter and monitor Customer Deposits. The deposits can (optionally) be applied to subsequent Invoices received.
Deposits may be linked to Sales Or Job Orders or left Un Allocated until an Invoice Payment allocation is linked to it at a later stage.
Use this screen to record simple Customer Deposits where no Payment charges (eg: Credit Card Fees) are included with the Customers payment to you. In cases where Credit Card fees or surcharges have been included, you should record the Payment via the POS module. This module enables the correct handling of Charges.
Customer Deposits can also be created directly from within either a Sales or Job Order. In this case the Deposit will be automatically linked to that order. This scenario also allows you to indicate to Ostendo that the Deposit be automatically applied to the Invoice created from the order, instead of manually having to create a Customer Payment and link the deposit to the invoice allocation.
List Tab
Display fields
The displayed fields are taken from the Customer Deposits information entered into the ‘Detail’ tab. The selection of which fields to display is at the user’s discretion. To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customise List Fields’. On the displayed panel you can:
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Click on the ‘Show field’ checkbox to display the field |
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Amend the column heading by changing the content of ‘Display Label’ |
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Define the sort sequence of the records by going to the lower panel and dragging the field from ‘Available Fields’ to ‘Sort By’. |
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Click the ‘Save’ Button when done. |
Data Display Options
Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.
Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:
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To sort the data in a selected column simply click on the column heading. Clicking against will sort in descending order. |
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Click on the black ‘down arrow’ to the right of your selected column heading and you can either select a specific entry to display all records containing that entry, or you can select (Custom ) to enter detailed selection criteria. |
Include Fully Paid Status - If this is checked then the displayed list will include those Customer Deposits that have been fully ‘matched’ to Invoices.
Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed. To revert back to displaying all records click on the ‘Eraser’ Icon
Buttons
Close: This will close the Customer Deposit screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.
Add: This will bring up the ‘Detail’ tab for entry of a new Deposit record.
Save: Not applicable to the List panel
Cancel: Not applicable to the List panel
Delete: This removes the current Deposit record from this table
Related: This will bring up a list of functions that are related to Customer Deposits. You may open and maintain information in those screens whilst still remaining in the Customer Deposit screen.
Reports: This will bring up a list of Reports that are related to Customer Deposits. You can immediately run the report whilst still remaining in the Customer Deposit screen.
Detail Tab
Entry and Display fields
Deposit No: This is a unique number automatically allocated by the program. It cannot be amended.
Deposit Date: This is the date the Deposit was received and is prefilled with the system date. You may amend this by overtyping the date or selecting a date from the drop-down calendar. Upon posting this Deposit a check will be made to ensure that this date is after the ‘Cut-Off’ date as set up in File>Financial Configuration>Cut-off dates.
Status: This is the status of the Deposit and is maintained by the program. The displayed variants are:
Received - The Deposit has been registered
Partially Applied - The Deposit has been partially applied to an Invoice
Fully Applied - The Deposit has been fully applied to an Invoice
Customer: From the drop-down list selected the Customer that paid this Deposit.
Deposit For: From the drop-down list select the relationship of the deposit to an order. The options are:
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Unallocated |
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Specific Sales Order |
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Specific Job Order |
If either of the last two options is selected then the next field will appear
Order No: This will be visible if either Specific Sales Order or Specific Job Order was selected in the previous field. From the drop-down list select the specific Sales Order or Job Order against which this Deposit was made
Payment Method: From the drop-down list select the method by which the Deposit was made. Payment Methods are user-defined under File>Financial Configuration>Payment Methods.
Payment Reference: Open-format field for you to enter any identifying reference to the Deposit. No checks are made on this entry.
Banking Method: (Display Only) This is the Banking Method linked to the Payment Method selected. The options are:
Directly to Account: Posting will occur upon update in this screen
Using Bank Deposit: Posting will occur when banked through the Bank Deposit routine
Account for Payment: From the drop-down list select the Account to which the Deposit will be made. Payment Accounts are user-defined under File>Financial Configuration>Payment Accounts.
Payer Name: Payer Name taken from the above Customer record. This may be amended here if required
Payer Bank Name: Payer Bank Name taken from the above Customer record. This may be amended here if required
Payer Branch Name: Payer Branch Name taken from the above Customer record. This may be amended here if required
Reference: Enter a brief description of the Deposit. No validation checks will be carried out on this field.
Currency Code: Prefilled with the currency code for this Customer but can be amended by selecting another currency from the drop-down list
Exchange Rate: Prefilled with the exchange rate taken from the Exchange Rate table for the currency. This rate can be over-ridden if required
Received Amount: Enter the amount received against this Deposit
Applied Amount: Display only field showing the amount of this Deposit that has been applied to an Invoice. Applying Deposits is carried out in the ‘Customer Payments’ screen
Unapplied Balance: Display only field showing the amount of this Deposit that has not yet been applied.
Notes Tab
Notes: You can enter unlimited amount of Notes relating to this Deposit. Whenever you click on this field an icon will appear in the top-right. By clicking on this Icon you can bring up the Frequently Used Text table. Select the text to be copied and either press the OK Button in that screen or double-click the selected record.
History Tab
This panel shows the history of where the Deposit has been allocated.
Invoice Number: Display only field showing the Invoice to which this Deposit has been applied.
Invoice Date: Display only field showing the date of the Invoice.
Invoice Total: Display only field showing the full amount of the Invoice.
Discount Given: Display only field showing the discount given against the Invoice.
Applied Amount: Display only field showing the amount of this Deposit that has been applied to this Invoice.
Payment Currency: Display only field showing the currency of the paid amount that has been applied to this Invoice.
Payment Exchange Rate: Display only field showing the Exchange Rate of the Payment that was used against this Invoice.
Invoice Currency: Display only field showing the currency of the Invoice amount that has been applied to this Invoice.
Invoice Exchange Rate: Display only field showing the Exchange Rate that was used against this Invoice.
Buttons
Close: This will close the Customer Deposit screen. If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.
Add: Not applicable to the Detail panel
Save: This will save the current data without exiting the screen
Cancel: Any changes made since the screen was opened or the last time the ‘Save’ Button was pressed will be lost.
Delete: Not applicable to the Detail panel
Related: This will bring up a list of functions that are related to Customer Deposits. You may open and maintain information in those screens whilst still remaining in the Customer Deposit screen.
Reports: This will bring up a list of Reports that are related to Customer Deposits. You can immediately run the report whilst still remaining in the Customer Deposit screen.