Deposits are typically used as down payments for special orders, layaways, or work orders to give customers more flexible payment options. They can also be added to credit accounts to apply to a future sale or to pay down an outstanding invoice.

Taking deposits at the register

A deposit collected from a customer at the register will be added to their account right away. The deposit can then be applied to an in-progress sale as a partial payment to reduce the total amount owed, or it can remain in their deposit balance to be applied to a future sale.

To collect a deposit at the register:

1. In Retail POS, navigate to the Sales screen.
2. Add a customer to the sale.
3. (Optional) Add items to the sale. Click Layaway All if the customer will be picking up the items at a later time or Special Order All if the items need to be ordered.

   

4. Click Payment.
5. Under Credit account, click Add deposit.

   

6. In the Add deposit popup window, add a deposit amount ($), select In-person deposit, then click Next.

   

7. (Optional) To make changes to the deposit amount, click the Edit deposit button or Edit under Deposit.

   

8. (Optional) Click Note to add a note to the sale, then click Save.

   

9. Choose a payment type and click Max or add an amount and press enter to apply.
10. Click Finish Sale.

Applying deposits at the register

To apply a deposit to a layaway, special order, or other sale:

1. Navigate to Sale > Continue Sale or start a New Sale.
2. Add the customer to the sale.
3. If the order is a layaway or special order, click the corresponding tab, then click Complete.

   

4. Click Payment.
5. Next to Deposit, click the pencil icon (Edit).

   

6. Select the credit memo (deposit) to be applied to the sale. Adjust the amount if needed, then click Done.

   

7. For the remaining balance, choose a payment type and click Max or add an amount and press enter to apply.
8. Click Finish Sale.

Requesting deposits via payment link

Deposits can also be requested and paid remotely. A payment link will be added to the receipt and emailed to your customer. Once a payment is received, it will be added to the customer’s deposit balance.

To request a deposit via payment link:

1. Navigate to the Sales screen.
2. Add a customer to the sale.
3. (Optional) Add items to the sale. Click Layaway All if the customer will be picking up the items at a later time or Special Order All if the items need to be ordered.

   

4. Click Payment.
5. Under Credit account, click Add deposit.

   

6. In the Add deposit popup window, add a deposit amount ($), select Remote deposit, then click Next.

   

7. Select Generate pay link and send by email to send the customer an email receipt with a payment link at the end of the sale or select Generate pay link only to get a payment link you can copy and share using your preferred communication method.

   

8. Click Next.
9. If you selected Generate pay link and send by email:
   • Review the customer’s email and update if needed. Optionally, check the Update email to customer profile box to save the changes to the customer’s profile.
   • Click Confirm.

     

10. Click Finish Sale.
11. On the confirmation page, you’ll see a preview of the email receipt including the payment link.
    • If you selected Generate pay link and send by email, a copy was emailed to the customer. You can also copy and share the payment link from this page.
    • If you selected Generate pay link only, you can print or send the receipt by email or copy and share the payment link.

Paying invoices with deposits

To use a deposit to pay an outstanding invoice and reduce the credit account balance:

1. Navigate to the Sales screen.
2. Add a customer to the sale.
3. Click Payment.
4. Next to Credit account balance, click Make a payment.

   

5. Select the invoice to pay and adjust the payment amount if needed, then click Done.

   

6. (Optional) To make changes to the invoice payment amount, click the Edit payment button or Edit under Invoice Payment.

   

7. Next to Deposit, click the pencil icon (Edit).

   

8. Select the credit memo (deposit) to be applied to the sale. Adjust the amount if needed, then click Done.

   

9. Click Finish Sale.

Refunding deposits

This flow is for refunding credit account deposits. To refund a sale for store credit, refer to Refunding a sale to a customer account.

Users with Credit Account Refund permissions can refund a credit account deposit from the Sales screen.

To issue a refund for a deposit:

1. Navigate to the Sales screen.
2. Add a customer to the sale.
3. Click Payment.
4. Next to Deposit balance, click Refund deposit.

   

5. Select the deposit payment source, add the deposit refund amount, and click Ok.

   

6. Review the refund details, then click Finish sale.

   

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