Taking a Deposit

Acumen allows you to take deposits against a Customer Order. This is achieved by using the Deposit button on the order screen or by selecting the Deposit screen directly from the Sales menu. Using the Deposit button has the advantage of automatically loading the order details to a new deposit for you.

The company settings for Minimum Deposit $ and Minimum Deposit % can be used to control the lowest value the system will allow on the first deposit against an order. Management level users can choose to override this limit.

When the Deposit Receipt is Printed or Updated the deposit amount is accumulated against the Customer Order. You can see the current deposit total on the top left of the Order screen under the heading along with the outstanding balance.

Note that for an order to accept a deposit receipt requires that the order cannot be for an account sale (ie. the order must be for a Cash Sale). The (.) default customer can be used on orders with deposits thus allowing casual Layby facilities without the need to place each customer into your master files.

When a Cash Sale is made from an order with a deposit amount the following formula is used to calculate the suggested deposit amount that should be used in the sale. You can alter this amount provided you do not exceed the Deposit Total stored on the order. This will alter the amount due for payment on the cash sale. Whatever deposit value is showing when the Cash Sale is printed will be the amount deducted from the deposit total on the customer order when the sale is processed.

$$Outstanding\ Balance = Order\ Total - Deposit\ Total$$

Where the Sale Total is greater than the Outstanding Balance:

$$Deposit\ Used = Sale\ Total - Outstanding\ Balance$$

(Provided this does not exceed the Deposit Total )

This means that as much of the deposit as possible is reserved for the last sale from that order. Where the Sale Total is less than the Outstanding Balance no deposit amount is suggested for use.

Note: For Order Types that have a duration in the Months or Days columns on the pulldown screen the minimum deposit tests will be applied. This means that if an order does not have the required minimum deposit it cannot be printed.