How to Return a Sales Order Deposit and Manage a Partial Deposit Return

Parts, Service, and Wholegood Sales Orders and Repair Orders offer options to take monetary deposits from customers on orders.  The processes to take and return deposits are the same on all 3 document types.  In this document, we are looking at how to return a deposit and how to partially return a deposit.

Returning a Sales Order Deposit

The following processes will work on Sales Order Deposits taken on Parts, Wholegoods, and Service documents.  My example shows the process on a Parts document.

NOTE: Deposits should only be returned using the options below.  Booking the return by any method other than directly on POS documents will leave the Sales Order or Repair Order will leave the original document in a partial status.

Option 1 - Return Deposit

1. Open the Sales Order or Repair Order that contains an existing Sales Order Deposit.  
2. Click on Return Deposit button on the bottom right of the screen.

3. You will see a settlement pop-up with the full Unused Deposit populated as a refund in the Total.  Choose your refund method, and click to Save and Print Receipt.  

NOTE: When returning a Sales Order Deposit by clicking the Return Deposit button, RIMSS will always return the full Unused Deposit amount as shown on the document.  You will not be able to edit the total amount being refunded in the settlement popup.  You can split the refund to more than one Payment Method, but the total must equal the Unused Deposit.

If you do enter a different amount into one of the Payment Method fields, the remainder of the deposit will show as Change Due to the customer and the Unused Deposit will still be brought to $0.00.

Option 2 - Void the Sales Order Deposit Invoice

If the deposit is cancelled on the same day that it is taken or the Invoice has not been locked for voiding, you can simply Void the Invoice created when initially taking the deposit.  

1. You will want to verify the amount of the Sales Order Deposit Invoice is greater than or equal to the amount of of the Unused Deposit shown on the original Sales Order or Repair Order.  

2. From the Sales Order Deposit Invoice, click on File > Void at the top left of the screen.  If the Void option is greyed out, then you must use Option 1 to Return Deposit.

On the pop-up, choose your Void Reason and click Yes.

3. The original Sales Order or Repair Order will no longer reflect that a deposit was taken.

Partial Returns of Sales Order Deposits

If a customer has paid a deposit that will need to be partially returned and you need to return only a portion of the deposit, you have a couple of options.

Option 1 - Repair Orders, Sales Orders, and Wholegood Sales Orders - Enter the return amount as a split payment

1. Open the Sales Order with the Unused Deposit that needs a partial refund.
2. Convert to Invoice.

3. Click the button to Collect Payment or to Settle Invoice

4. Add the amount shown in the Change Due section as a refund in the correct payment method line and settle the invoice.

Option 2 - Sales Orders and Wholegood Sales Orders - Apply a portion of the deposit to the sale prior to clicking Return Deposit

1. Open the Sales Order with the Unused Deposit that needs a partial refund.
2. Convert to Invoice.

3. Click the button to Collect Payment

4. Edit the amount of the Sales Order Deposit applied amount to equal the amount you want contributed to the settlement.  If you need to issue a check or do a credit card return, then change the amount applied to the amount of the invoice. You can leave change due and give cash back if appropriate.  

5. If you gave Change Due, you are done.  If you edited the amount of the Sales Order Deposit applied, then re-open the original Sales Order or Repair Order.  There will be an unused deposit in the amount of the difference due to the customer.  Click to Return Deposit.

6. Settle the partial return in the pop-up.