Take Deposits

The Take Deposit facility allows the user to receipt deposits taken and attach directly to a vehicle stock book record if appropriate. Within this facility you can deal with either Vatable or Non-vatable deposits and this function is controlled by a System Parameter held in the Nominal Ledger. This option is also available in the Vehicle Stock books and the Showroom menus. When receipted the deposit has to be linked to a CRM Customer or Company record and it is this link that is used to define to which Vehicle Stock book records the deposit can be attached.

Once the deposit is attached to a vehicle record and the vehicle invoice produced the deposit will be automatically allocated to the Sales Invoice to reduce the outstanding debt.

To use this facility in Non_Vatable mode a default Sales Ledger Account for vehicle deposits, a default Nominal Ledger till account, a deposit Journal Type and a Refund Journal Type need to be set up. In Vatable mode a default Nominal Ledger Account to hold the Goods value of the deposit also needs to be set up. All of these references along with a default Receipt Printer are held against each Location code which are maintained in Locations option which can be found on the Management menu from within the System Utilities menu.

The creation of a deposit receipt will generate a transaction to a Sales Ledger account with references of receipt number, the customer name and a miscellaneous reference. Nominal Ledger postings will be made to the Sales Ledger control account and the Nominal Ledger till account. A system control indicates the receipt number on the printed document.

When the Take Deposits option is selected the take deposit form will be displayed. To create a deposit receipt and optionally attach to an appropriate vehicle record complete the following fields.

Header

Location:	The location code will default into this field according to the location code held on the User Details record of the user. This can be amended if necessary. This location code will default the Sales Ledger and Nominal Ledger till accounts. These again can be amended by the user provided they are replaced with valid codes. Click the drop down button to select the relevant location from the list if you wish to amend the default.
Account:	The Sales Ledger account to be used is defaulted from the location code if applicable. If you wish to change the Sales Ledger deposit account then click on the ellipsis button to search and select another account.
Name:	The name of the Sales Ledger account being used. This field is display only and cannot be amended, however it will change when you change the Sales Ledger Account code being used.
Till account:	The till account is defaulted from the location code. If you wish to change this account click on the ellipsis button to search and select another Till account.
Suffix:	A suffix maybe required for the Till account being used. Click on the ellipsis button to search and select a suffix code if appropriate.

Tip: The Header tab has to be completed before the Create New Deposit and Open an Existing deposit buttons are enabled. Once the Create New Deposit button has been selected, the Details Tab will be displayed.

Details

Date:	The date will default to todays date. This should be the date the deposit is received from the customer. It can be changed if required.
Payment Type:	Enter a valid payment type. Click the ellipsis button to list and select a payment type. Alternatively enter the first character of a known valid payment type that is required. The Payment types are maintained in the Cash Payment Types option which can be located in the Nominal Ledger, Miscellaneous Options Menu.
Value:	The value of the deposit received from the customer is entered here.

Note: If using the Vatable mode the total of the deposit is entered into the 'Gross' field and Autoline will extract the VAT dependant upon the VAT Code entered previously. The value field will be set to the extracted goods value and the VAT will be set in a display only field further down the form.

Customer name:

Enter the Surname of the customer or the Company Name from whom the deposit is received. Autoline will carry out an automatic search of the CRM database and return on a form all customer, company and branch records that contain the Surname or Company Name entered. Select the required record. If the required record is not present on the form there is a create option which can be executed. Once selected click the 'Load' button and Autoline will return you to the Details Tab form filling the field with the record selected. The Customer Name is used as a 'Customer Reference' in the Sales Ledger transaction record.

Tip: You can select the CRM record required by entering 'T' or 'C' followed by the record number and Autoline will select the correct record automatically. Once the Customer name has been entered the Vehicle details group becomes enabled to allow you to attach this deposit directly to an appropriate Vehicle Stock books record

Reference:	Another reference for the deposit can be entered. This can be the order number or vehicle stock number. This field will be displayed in the Showroom module and will also be used for the Miscellaneous Reference field of the Sales Ledger transaction record.
Deposit reference:	Enter a deposit reference if applicable.
Sales exec:	If the user receipting the deposit is flagged on their user details as a Sales Executive then Autoline will default the user ID as the Sales Exec. Alternatively click on the ellipsis button to search and select the correct Sales Executive.

Vehicle details

This enables the user to directly attach a deposit to a vehicle stock book record if required.

Vehicle details:

Enter the VS Company identity in which the vehicle you want to attach the deposit resides. Alternatively click the drop down

button and select the appropriate company. Click either the New or Used radio buttons and then click the drop down

button and this will display all the relevant vehicles that have been linked to the chosen CRM record and allow you to select the vehicle of your choice.

Once all relevant fields are completed click on the Process button in order to print a receipt and enable the Print Daybook button in order that you can Print Daybooks before exiting the process. The receipt will contain all the details of the deposit and a receipt number generated from the system controls. This receipt number is held in the Document number field of the Sales Ledger transaction and will be displayed in the Showroom module.

Other Buttons and Functions

Within the Take Deposits function other buttons will become enabled at different points in the process. Their use is set out below.

Refund a deposit	This button becomes enabled after you have opened an existing deposit and selected the deposit you wish to Refund. The enabling/disabling of this button is control by a system parameter. See The System Parameters - General Tab for further information.
Transfer deposit to another Customer/Company	This button becomes enabled after you have opened an existing deposit and selected the deposit you wish to Transfer. The transfer function is only available to non-vatable deposits.
Cancel	This button becomes enabled after you have opened an existing deposit or are creating a new deposit. The cancel function allows you to clear the details tab and return to the header tab.
Help	This is enabled at all times in this function and allows you to access the Help text for this specific topic.
Exit	This button becomes enabled when you are on the header tab and do not have any deposit details loaded. This button allows you to exit the function and return to the Sales Ledger main menu.

What do you want to do now?

Refund a deposit.

Transfer a deposit.