How to Collect a Deposit

You can collect a deposit on Parts, Equipment, and Work Orders. The deposit is tracked in the Invoice Totals box (located on the G/L Defaults tab for cash payments or the A/R Agency tab for non-cash payments), so you can quickly see how much has been paid and the amount outstanding.

Pre-requisite: You must have configured part numbers for the deposits for each location. Deposit buttons are only available on invoices when the configuration is complete. See Deposit: Parts and Deposit: Equipment and Work Orders.

Collecting a Parts Deposit

  1. From anywhere in IntelliDealer, navigate to Product Support > Parts > Parts Invoicing.

  2. Navigate to the invoice you wish to add a deposit to and open it, then click the Details tab.


  3. Click the Deposit button.

  4. Enter the Deposit amount and a cash code.

  5. Click Continue or Continue and Print Invoice, or Close to exit without adding a deposit.

    If the Print Deposit Receipt check box was selected in configuration, then the button is Continue and Print Invoice,otherwise it is just Continue .

If the deposit was successful, a green message appears at the top left of the screen that includes details of the deposit (order number and invoice number). If unsuccessful a red error message with a warning icon appears.

Collecting an Equipment or Work Order Deposit

  1. Navigate to the Equipment invoice and click the Details tab. Or navigate to a Work Order invoice and click the Segments tab.

  2. Click the Add Deposit button on an Equipment invoice or the Deposit button on a Work Order. Once a deposit has been taken in Equipment Invoicing, the Add Deposit button changes to Deposit Details.

  3. Enter the amount to be deposited and a cash code.

  4. Click Continue or Continue and Print Invoice, or Close to exit without adding a deposit.

    If the Print Deposit Receipt check box was selected in configuration, then the button is Continue and Print Invoice,otherwise it is just Continue .

If the deposit was successful, a green message appears at the top left of the screen that includes details of the deposit (order number and invoice number). If unsuccessful, a red error message with a warning icon appears.

Viewing Collected Deposits

The total amount deposited is listed on the invoice PDF as a negative.

You can also view the amount deposited on the invoice in IntelliDealer. Navigate to the invoice and click the G/L Defaults tab for cash payments or the A/R Agency tab for non-cash payments. The Invoice Totals box displays details about the invoice, including how much has been deposited towards the total.