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Pay Later & Deposit Report: Deposits held

The money you hold for customers as at a day, deposit by deposit. How long each has been held, when it is valid until, the ones expired and still held, the credit kept from a debt paid twice, and the SST part of what is held.

Who uses it:OwnerManagerWhere:Back office
On this page

A deposit is the customer's money until it is used, handed back or forfeited. Deposits held lists the money you held for customers at the end of one day: deposit by deposit, how long it has been held, and whether it has expired. It is what you owe your customers: in your books, a liability.

What it counts

  • Every deposit taken on or before the day chosen that still held money at the end of that day, after what was used, handed back or forfeited on or before that day.
  • Credit too: money kept for a customer who paid a debt twice or paid more than they owed. It is held money, listed as Credit.
  • Aged by the day the deposit was taken: how many days from then to the day chosen.
  • Each outlet's own deposits: the outlet that took the money.
  • As at today, the total is every customer's Held balance added together, and what every X and Z reading says is still held.

Before you start

  • You need Deposit Reports in your back office access group.
  • If the plan does not include Pay later and deposits, the deposit reports stay in the menu while the restaurant holds any deposit: a guest's money already held can always be read.

Open Deposits held

  1. In the menu, under REPORTS, click Pay Later & Deposit Report, then Deposits held.
  2. It opens on Today. For another day, click Yesterday or type the day in the date box.
  3. Choose the outlet. See The controls every report shares.

The report, part by part

Deposits held as at one day at one outlet.
  1. Deposits held: under REPORTS, in the Pay Later & Deposit Report row.
  2. Held, Activity, SST by date received: the three deposit reports, a click from each other, above the title.
  3. Held: all the money held at the end of the day, with as at and the day.
  4. Deposits: how many deposits still held money.
  5. Expired, still held: money on deposits past their Valid until day. Each one is to be dealt with: Forfeit, extend or refund.
  6. Credit (beyond a debt): the part of Held that is credit kept for a customer, not a deposit.
  7. Held by age: Held 0-7 days, Held 8-30 days, Held 31-60 days, Held 61-90 days and Held Over 90 days: the money held, by how long ago it was taken.
  8. Deposit by deposit: one row per deposit, the oldest first.
  9. Export CSV: saves the rows as deposits-held- and the day, such as deposits-held-2026-10-23.csv.
  10. Deposit: its DP number. Under it, Credit for a credit, or Counted as sales when taken for a deposit taken while the outlet counted deposits as sales.
  11. Days: how many days it has been held.
  12. Valid until: the last day it can be used, in red with (expired) once that day has passed.
  13. Held: what it still holds. Customer and Taken (the day it was taken) are beside it.

With All outlets and several outlets, an Outlet column comes first. The CSV has: Outlet, DP no., Kind (Deposit or Credit), Customer, Phone, Taken, Days held, Valid until, Expired, Mode (Record only or Counted as sales), Taken amount, Held and SST part held: the share of the deposit's SST that is still held, for the year-end figure.

Deal with expired deposits

  1. Open the report on Today and look at Expired, still held.
  2. In Deposit by deposit, find the rows with (expired).
  3. Open each one in Customers, Deposits, and forfeit it, extend it or refund it. See Deposits: extend, refund or forfeit.

What if…