Table of Contents
Introduction
Join Dane Whitcomb as he walks through configuring, collecting, and refunding a Deposit Fee in the Facility Module.
Recording
Transcript
00:00:01:17 - 00:00:19:19
In this video, we're going to be going over how to set up deposit fees. So we're going to go over creating the actual deposit fee and then going over how to issue back the deposit either towards the customer or maybe in some cases you'll be keeping that deposit. So to start out, I'm going to go into facility management.
00:00:20:14 - 00:00:44:40
You can create a deposit fee in any module, but usually the most common is with facilities. So I'm going to hop in there and I've got a soccer field facility where I'm going to put my deposit fee. So once we open up our facility under the fees tab, as you can see, I've got two fees in here. I've got my deposit fee and just a standard reservation fee.
00:00:44:52 - 00:01:05:47
So thinking this is the main fee that they would pay and then also an additional deposit fee. So the deposit fee is actually pretty similar to set up. It's pretty easy. All you're going have to do is click. So I'm going to open up my deposit fees. So when you're adding a fee, there's a few things I just want to point out.
00:01:06:00 - 00:01:33:32
So my fee type is going to be deposit flat or we do have the option of deposit percent. So if you want to use the percent of the purchase, you can do that. I'm just going to do deposit flat. I think that's a little more common. And then amount I'm going to keep it as $20 and in most cases you're going to want to link deposit GL but that's really up to you if you have a separate GL code.
00:01:33:32 - 00:01:52:05
Usually those are separated between the main fee and the deposit. So I've got my deposit GL, so I've got that linked. And then other than that, that's really all we're going to need to do on the fee. There is one other thing I will point out. I would definitely recommend putting your order on the deposit as the first one.
00:01:52:06 - 00:02:18:05
So order one and then if you have other fees, you could do two, three, four or five and so on. What this will do, pretty common situation is where you're only paying the deposit fee first. So maybe just the $20 instead of the 30 plus 20. So if you don't have the order number set, there's potential that your $20 you're paying might go towards the standard reservation fee or maybe $10 into each fee.
00:02:18:46 - 00:02:34:22
So if we have the order number on the deposit first, it's just going to ensure that your initial payment is going to go towards that deposit fee first. So that's kind of important there. So next we can go into global sales.
00:02:36:34 - 00:02:55:04
So in my case here, I did pay both the deposit and the main fee upfront. Sometimes that'll happen, or maybe sometimes they're just paying the deposit. But I do want to point out in this example, I've already they've already paid the $50 to the main fee and the deposit fee. So as you can see, my total paid 50.
00:02:56:05 - 00:03:19:02
And so now it comes down to either issuing them back the deposit because everything went well with the reservation or maybe something, maybe there was damage or whatever that reason may be. Maybe you're keeping that deposit. So I think first we'll go over issuing it back to the customer. So in that case, you can go to purchase history and select the item.
00:03:20:02 - 00:03:45:51
And in this case I would just recommend hitting deposit refund. And what that's going to do is it's going to bring up this screen. And so the amount of $20 is what they paid for the deposit. So if they are getting it all back, then you can just clear that out and hit continue. And that's going to issue a $20 refund of that deposit.
00:03:46:26 - 00:04:09:27
So I'm going to empty that from car. I'm not going to process that. And now I'm going to show, oops. Now I'm going to show keeping that deposit. So in this case, we're not going to want to use the deposit refund because that only brings up the deposit fee. We're actually going to want to click update fees. So, again, we're going to be keeping the deposit.
00:04:09:27 - 00:04:32:49
So we want to remove the $20 from the deposit fee and now we kind of want to bring it into here. In most cases, you'd be bring it into your regular revenue account, not your deposit. So if we're taking it out of our deposit GL code, we can adjust that that was 20 to 0 and now we can increase this by 20 to 50.
00:04:34:27 - 00:04:54:41
So it's showing that now, all of that we kept our deposit and it's now into a revenue account. So our $30 plus 20, now we have 50 in our revenue account. And if we continue, it's going to show us a $0 payment. But we will have to reprocess since we're moving that money from the deposit account towards our revenue account.
00:04:55:14 - 00:05:37:42
So we process this to see what it looks like on the receipt. So our total new deposit fees is taking 20 out of that and we can see that our total fee is still $50 towards the standard reservation fee. So that's just showing that $20 came out of our deposit and it went into our standard reservation fee to make the 30 plus 20 equal 50 there.
00:05:39:11 - 00:05:57:48
So that's just an example of the first method I did was issuing it back to the customer, and that's done through the deposit refund button. And then the second one is through the update fees button, and that's just moving your deposit over from that deposit GL over towards your standard reservation, GL code.