FooodPosWiki

Deposits: extend, refund or forfeit

What a manager does with a deposit in the back office. Extend it by some days, refund it by bank transfer, or forfeit it, each with a reason; and forfeit every expired deposit in one go.

Who uses it:ManagerWhere:Back office
On this page

A deposit is valid for the outlet's number of days. When it runs out it is expired, but nothing happens by itself: the money stays held for the customer until a manager decides. In the deposit's window, a manager can:

  • Extend it, so the customer has more time to use it;
  • Refund it, handing the money back by bank transfer;
  • Forfeit it: the outlet keeps the money.

You can do any of the three on a deposit that is not expired too, as long as money is still on it. To forfeit many expired deposits at once, use Forfeit expired at the top of the list.

A refund in cash at the counter is done on the POS. See Deposit actions on the POS.

Before you start

  • You need the right to manage deposits. Without it, the deposit's window shows its history only.
  • The three boxes are shown only while money is still on the deposit.
  • Know the reason: it is kept with what you do, and shows in the deposit's history.

Open the deposit

  1. In the menu, under MASTERS, click Customers, then Deposits.
  2. To see the ones waiting for a decision, choose Expired: forfeit, extend or refund in Status.
  3. Click the deposit's row. Its window opens. The three boxes are under its History.

The manager's part, part by part

Under the deposit's history: the reason, then Extend, Refund by bank transfer and Forfeit.
  1. Reason (kept with what you do): why you extend, refund or forfeit, up to 500 characters. It is needed to forfeit.
  2. Extend: gives the deposit more days.
  3. Days: how many days to add, from 1 to 3650. It starts at 30.
  4. Extend by these days: extends it. SAVED says the new last day, such as Valid until 2026-12-21.
  5. Refund by bank transfer: the money handed back to the customer by transfer. No drawer is touched.
  6. The amount: what you hand back. The box says how much can be refunded, such as Up to 150.00.
  7. Method and Bank reference: how the money went back (your transfer's payment method), and its reference.
  8. Record the refund: records it. SAVED says Refunded as and the refund number, such as DR-HQ-2610-000002.
  9. Forfeit: the outlet keeps what is left. Kept by the outlet that took it; a held order with it closes as not collected.
  10. Forfeit 150.00: forfeits all that is held, after a question.

Extend a deposit

  1. In the reason box, type why, for example Customer asked for more time. It is not required.
  2. In Extend, type the number of days, for example 30.
  3. Click Extend by these days.
  4. SAVED says Valid until 2026-12-21. The deposit is no longer expired.

The days are counted from its present last day, or from today when that day has already passed. An expired deposit given 30 days is valid for 30 days from today.

Refund a deposit by bank transfer

  1. Type the reason, if you like.
  2. In Refund by bank transfer, type the amount handed back. It can be part of the deposit.
  3. Choose the Method of the transfer.
  4. Type the Bank reference.
  5. Click Record the refund.
  6. SAVED says Refunded as DR-HQ-2610-000002. What is held goes down; the history has a Refunded line.

What can be refunded is what is held, less any part the deposit is holding on an open bill right now. Refund all of it and the deposit's word becomes refunded.

Forfeit a deposit

  1. Type the reason, for example Not collected after 30 days. It is needed.
  2. Click Forfeit 150.00.
  3. The browser asks: Forfeit 150.00 held on DP-HQ-T02-2609-000041? It is kept by the outlet, dated today.
  4. Click OK. SAVED says Forfeited.

What happens:

  • What was held is kept by the outlet that took the deposit, dated today.
  • Any part of it held on an open bill is let go: a forfeited deposit pays nothing.
  • An order kept with the deposit for its day is closed as not collected.
  • The deposit's word becomes forfeited.

Forfeit every expired deposit

At the top of the Deposits list, Forfeit expired (3) counts the expired deposits listed. It forfeits them in one go, each one as a single forfeit does.

  1. Choose Expired: forfeit, extend or refund in Status. Choose an outlet in Outlet, or keep Every outlet.
  2. Check the list: these are the deposits that will be forfeited.
  3. Click Forfeit expired (3).
  4. The browser asks: Forfeit 3 expired deposits holding 450.00? Each is kept by the outlet that took it, dated today, and a held order with it is closed as not collected. A deposit extended since this list was drawn is left alone. Click OK.
  5. It asks for The reason, kept with each forfeit:, with Expired, not collected filled in. Change it if you like, then click OK.
  6. SAVED says, for example, 3 deposits forfeited, 450.00.

A deposit extended by someone else since the list was drawn is left alone. With Cancel at either question, nothing is forfeited.

What if…