Maintain Customer Deposits

Accounting > Receivables > Receivables Adjustments and Refunds > Maintain Customer Deposits
Accounting > Receivables > Point of Sale > Returns and Refunds > Maintain Customer Deposits
Customer > Point of Sale > Returns and Refunds > Maintain Customer Deposits
Customer > Customer Service > Returns and Refunds > Maintain Customer Deposits

If the STORIS screen title indicates a read-only version of this routine, you cannot edit any of the fields. However, you can view all of the information available in the regular routine.

After you post a deposit to an account, the amount becomes a deposit liability. Use this program to either place on account, move, apply to gift certificates, or refund deposit moneys. The following options are available:

You are prompted to print a refund receipt if the Maintain Customer Deposits Refund Receipts in Point of Sale Control Settings is set to any option except "No Receipt". You are continued to be prompted for each receipt print. The print method depends on the option chosen. If the Refund Method is an Accounts Payable refund, a receipt does not print nor is a signature captured.

Customer refunds can be checks, cash, gift cards, or credit card deposits. You specify the refund type at the Action field.

Enter the code of the customer account whose deposits you want to view. If you click on the Search button, the Search for a Customer (Customer Code Lookup) screen appears from which you can select a customer code. Once you enter the customer code, deposits posted to this account display on the screen.

The customers you can access at this and other Customer fields may be restricted by Regional Processing.

Grid Area

Once you enter a customer code, deposits posted to that account display in the grid. Once you select an order, maintenance options for the order become active.

Use this field to define the action you want to perform on the deposit money. In order to access these options, you must have permission via the corresponding "Maintain Customer Deposits" fields in your User/User Group Receivables Security settings.

A = Apply - apply this deposit money to an open order
R = Check Refund - *refund the deposit money to the customer in the form of a check
I = Immediate Refund - #refund the deposit via the original payment type or a gift certificate
O = On-Account - place the deposit money on account, to be adjusted at a later date
F = Finance Credit - remove the deposit and credit the amount to the customer's third-party financing account

* If the original payment was a credit card payment, the option to refund to the credit card appears.

# To issue an immediate refund, the payment type you use for the refund must be active at the Immediate Deposit Refund Types field in the Accounts Receivables Control Settings. Otherwise, you must use the Check Refund option to issue the refund in the form of a check. Also, if the current date is closed for payments (via the Actions button in the Accounts Receivable Control Settings), the program prevents you from entering an immediate refund.

You can move deposits that are on a Service Order to on-account if the Service to Sales Deposit field is checked on the Deposits tab in your Accounts Receivables Control Settings.

The following rules apply when maintaining deposits financed with a revolving plan:

If an order with a revolving deposit is deleted, the deposit is automatically removed and is therefore not available via this process.

You can refund revolving deposits from open orders using this process, provided the Revolving box at the Immediate Deposit Refund Types field is checked in your Accounts Receivables Control Settings.

You can NOT transfer revolving deposits from one order to another using this process.

You can NOT transfer revolving deposits to On Account using this process.

This field displays the payment type (and, for credit card payment types, the last four digits of the card number) associated with the selected order. If more than one deposit has been applied to the order, "Multiple Deposits" displays at this field. If the order includes multiple credit card payments, you can view the individual payment types on the Take Multiple Deposits screen.

Pre-authorized payments as defined in the Allow Pre-Authorizationed Deposits field of Payment Card and Device Settings are not displayed and are not available for maintenance in this routine.

Specify the transaction type for the refund. The refund payment types available to you are restricted to the Immediate Deposit Refund types selected in the Accounts Receivable Control Settings.

Additionally, deposits made by credit card can only be refunded via the same credit card or by gift card; deposits made by debit card can be refunded by cash, gift, as well as that same debit card.

If the Refund Method is an Accounts Payable refund, a receipt does not print nor is a signature captured. The ability to control printing refund receipts is via the Maintain Customer Deposits Refund Receipts in Point of Sale Control Settings.