FooodPosWiki

Deposits

The money held for customers, taken at a POS and used on a later bill at any outlet. Search and filter by outlet, status and dates, export the list as CSV, and open a deposit to read its history.

Who uses it:ManagerWhere:Back office
On this page

A deposit is money a customer pays in advance, at a POS: for a booking, a party, a cake to collect next week. It is held for them until it is used on a bill, at any of your outlets.

Deposits lists every deposit: who it is for, where it was taken, what it is for, until when it is valid, and what is still held. Open one to read its whole history: when it was taken, each top-up, each use.

From the same window, a manager extends, refunds or forfeits a deposit. See Extend, refund or forfeit a deposit.

Before you start

  • You need the right to see or manage deposits, or to read the deposit reports. Without one of them, Deposits is not in your menu.
  • Deposits are taken at the POS. See Take a deposit.
  • How long a deposit is valid is the outlet's setting: Outlets, the outlet, Pay later & deposits, A deposit is valid for (days). It is fixed on each deposit when it is taken. See Pay later and deposits at an outlet.

Open Deposits

  1. In the menu, under MASTERS, click Customers, then Deposits.
  2. The list opens on the deposits with money still on them, at every outlet.

The list, part by part

Deposits: filters, the list, and the two buttons at the top.
  1. Deposits: under MASTERS, in the Customers category.
  2. Export CSV: saves the deposits listed as deposits.csv. Dimmed when the list is empty.
  3. Forfeit expired (1): forfeits the expired deposits in one go, with how many are listed. Shown only to those who manage deposits. See Forfeit every expired deposit.
  4. Search: finds a deposit by the customer's name or phone, the deposit's code, or its DP number.
  5. Outlet: Every outlet, or the outlet that took the deposit.
  6. Status: which deposits to list. See The status filter.
  7. For, from / to: deposits for a visit on these days.
  8. Taken, from / to: deposits taken on these days.
  9. The count and the total: how many deposits are listed, and what they hold in all. With more than 300, it says (more: narrow the filters).
  10. Deposit: its DP number, such as DP-HQ-T01-2610-000007. Under it, Credit (money beyond a debt) in amber for money paid beyond a debt, or With an order kept for its day when an order waits with it.
  11. For: what the deposit is for, as typed at the POS, and Use on / before with the day and time when it is for a set visit.
  12. Valid until: the last day it can be used.
  13. Held: what is still on it. Amount beside it is what was paid in, top-ups included.
  14. Status: the deposit's word. See The status words.

Customer is the customer's name and phone, Outlet the outlet that took it, and Taken the business day it was taken.

Click a row to open the deposit. See One deposit's window.

The status filter

ChoiceLists
Money still on itEvery deposit with something left on it, expired ones too. The list opens on it.
Past its "use on / before"Those whose visit day and time has passed, money still on them.
Expired: forfeit, extend or refundThose past their Valid until, money still on them.
Used upThose used to the last sen.
RefundedThose handed back.
ForfeitedThose kept by the outlet.
VoidedThose voided at the POS.
AllEvery deposit.

The status words

WordColourMeans
opengreenAll of it is still held.
part usedgreenSome was used on a bill; the rest is held.
past its dateamberIts Use on / before has passed; it is still valid.
expiredredPast Valid until, with money on it. A manager must forfeit, extend or refund it.
usedgreyUsed up.
refundedgreyHanded back.
forfeitedgreyKept by the outlet.
voidedgreyVoided at the POS.

One deposit's window

One deposit: its figures, and its history line by line.
  1. The title: the DP number and the customer.
  2. Held: what is still on it, of what was paid in.
  3. Status: its word, as in the list.
  4. Valid until: its last day.
  5. Mode: how the deposit counts in your sales, fixed when it was taken, by the outlet's Deposit mode. Record only: the money is held, and becomes a sale on the day it is used (a forfeit is income on the day it is forfeited). Counted as sales when taken: it is a sale on the day it is taken, and the day it is used takes it out again, so the meal is never sold twice.
  6. Customer: name and phone.
  7. Outlet / POS: where it was taken, and on which POS.
  8. For: what it is for, with the party when one was given. Use on / before beside it is the visit's day and time.
  9. History: everything that happened to it: Taken, Top-up 2, Used on and the bill, Put back by a refund (its bill was refunded), Refunded and the refund number, Forfeited, Credit kept or Adjusted. A reason shows under the line. Rest the pointer on the day for the exact time. A voided line is struck through.
  10. Tenders: how the money came or went: the method, the amount and its reference.
  11. Close: closes the window.

When an order is kept with the deposit, a line above History says With the order kept for its day, its pending number, its bill total, and whether it is waiting, brought back or not collected. See Keep an order with a deposit.

A manager also sees, under History, the boxes to extend, refund or forfeit the deposit, while money is still on it. See Extend, refund or forfeit a deposit.

Find deposits

  1. To find one, type the customer's name or phone, or the DP number, in the search box.
  2. To see one outlet's, choose it in Outlet.
  3. To see this weekend's visits, set For, from and to.
  4. To see what is waiting for a decision, choose Expired: forfeit, extend or refund in Status.

Export the list

  1. Set the filters, so the list holds what you want.
  2. Click Export CSV. The file deposits.csv is saved.

It holds the deposits listed, with these columns: DP no., Outlet, Customer, Phone, Taken, For, Use on / before, Valid until, Mode, Amount, Held and Status.

What if…