Overview Deposits on Estimates #

Deposits on Estimates in register POS allow businesses to collect and track customer deposits before an estimate is converted into a sale. Deposits can be used to initiate an order, begin work on an order, or secure a customer commitment while keeping the payment connected to the original estimate.

When the estimate is converted to a sale, register applies the deposit toward the customer’s remaining balance. Deposits can also be synced with QuickBooks Online to help maintain accurate customer balances and accounting records.

A deposit on an estimate does not remove inventory from available stock until the estimate is converted into a sale.

How Deposits on Estimates Work #

When creating an estimate, a deposit can be collected from the customer either as a partial or full payment toward the future sale. The deposit is recorded and applied to the customer’s estimate, allowing the remaining balance to be collected when the transaction is completed.

The deposit process follows this general workflow:

1. Create an estimate for the customer
2. Add products or services to the estimate
3. Request or collect a deposit payment
4. Save and track the deposit against the estimate
5. Convert the estimate into a sale when ready
6. Apply the deposit toward the final transaction balance

Manage Deposit Settings #

Navigate to: Admin Dashboard > Organization Settings > Manage Settings for Deposits to configure your organization’s estimate and deposit rules. 

Deposits are payments on an estimate that your customers can make towards items or services. The deposits sync with your financial service as a journal entry. When you sell from the estimate, the deposit(s) are applied to the final sale by selling from the estimate.

Minimum Deposit Enforced

When enabled, the system requires that a deposit meets or exceeds the configured Minimum Deposit Percent before it can be accepted.

Minimum Deposit Percent

Enter a minimum deposit percentage.  If enabled, deposits can only be accepted if they are at least X% of the estimate. X equals the percentage value. Examples include 10%, 25%, 50%. 

Note: Users with the Accept Deposits Below Minimum permission can override this requirement and accept a deposit that is below the minimum percentage.

Example:  The estimate total is $255.60 and the minimum deposit percentage is 25%, the deposit amount would be $63.90.  

Suggested Deposit Percent

Enter the percentage you would like the system to recommend as the deposit amount.

Unlike the Minimum Deposit Percent, this setting does not enforce a minimum deposit. Instead, register automatically populates the deposit amount using the percentage you specify, which the user can adjust before completing the transaction.

User Permissions & Settings #

Navigate to: Admin Dashboard > User Settings > Manage User Profiles

Enable the following permissions for each desired user role.

Deposit

• Accept Deposit Below Minimum
• Create Deposit
• Change Deposit Amount
• Create Deposit Refund
• Change Deposit Refund Amount

Creating an Estimate with a Deposit #

1. Create the Estimate.
2. Select Finalize Estimate.
3. Enter the details, select Save Estimate.
4. From the pop-up screen, select Take Deposit.
5. Review deposit amount. Note:  Based on your deposit settings, the estimate will autofill with the deposit amount. 
6. Select Save and Continue
7. Select Payment type and Complete
8. View/Print Receipt. The receipt will display the deposit amount paid and list the Estimate number. 
9. Start a New Sale or select View Estimate

Take another Deposit #

Register allows you to take multiple deposits for an estimate.  

1. Menu > Estimates
2. Search the Estimate Number or select the Customer
3. Select the Estimate
4. Select Take Deposit
5. Review/enter amount
6. Select Save and Continue
7. Select Payment type and Complete
8. View/Print Receipt. The receipt will display the deposit amount paid and list the Estimate number. 
9. Start a New Sale or select View Estimate

Viewing and Managing Deposits #

Once a deposit is taken, the deposit is linked to the estimate in register.  

View the deposit:

• From the individual estimate
• From Menu > Deposits

Completing the Sale #

When the customer is ready to complete their purchase, the estimate can be converted into a sale. Any deposit previously collected will be applied toward the final amount due.

1. Menu > Estimates
2. Search the Estimate Number or select the Customer
3. Select the Estimate
4. Select Sell from Estimate
5. Select All Items.  Note:  If there are multiple items & quantities you can pick and choose the items and/or quantities to sell.  
6. Select Save and Continue
7. A prompt will display the Deposit to Apply.  Select Continue to go to the checkout screen.  Note: Once on the checkout screen, you can add additional items to the cart to sell.
8. Select Pay
9. Under the Totals Screen, the deposit will be listed under Adjustments.  Hover over the “I” (information bullet) to view a list of deposits. 
10. Select payment type
11. Select Save
12. View/Print Receipt

Once the Estimate is fulfilled, after the final payment, the Estimate will automatically be marked Closed. 

Refund a Deposit #

If a customer changes their mind, you can refund the deposit from the estimate.  

1. Menu > Estimates
2. Search the Estimate Number or select the Customer
3. Select the Estimate
4. Select Refund Deposit
5. Enter the amount to refund
6. Select Continue
7. Select Payment Type
8. Save and Complete
9. View/Print Receipt

Operations:  Go to the Estimate, edit the Estimate Status to Rejected, Save Estimate.  That way your Estimate List stays clean with good information. 

QuickBooks Online Sync #

Before you start taking deposits on estimates, review your Organization settings for the mapped liability account.    

register Settings

1. Go to your Admin Dashboard > Organization Settings Tab > Manage GL Accounts
2. Select Manage Accounts
3. Scroll down to Other Current Liabilities
4. Review/Change the mapping for Customer Deposit
5. Select Submit

Additional Information

• A Journal Entry is created for the deposit in QuickBooks Online.
• When a deposit is taken at register, a Journal Entry will be created during the sync. The entry will:
  • Credit the Customer Deposit Liability Account
  • Debit the Accounts Receivable Account
  • Add the customer Name
  • Add the register Estimate Number as the Journal Entry Number
• When a register Estimate is Sold in register an invoice will be created along with the following Journal Entry:
  • A Journal Entry will be created
  • Debit the Customer Deposit Liability Account
  • Add a description note:  Applying Deposit #003-080326-000001 for Estimate #003-080326-01
  • Credit the Accounts Receivable Account
  • Add the customer Name
  • Add the register Receipt Number as the  the Journal Entry Number

• Use This button 
• estimates and workflow
• register + QuickBooks Online mapping
• register reports