Deposit
IntelliDealer uses a part number to identify the associated General Ledger account and generate a deposit receipt. You must create a separate part number for each deposit type: Parts, Work Orders, and Equipment so deposits can be tracked in the General Ledger separately. Each location can have its own configuration for each type of deposit part number.
To open the Deposit screen, navigate to Configuration > Parts > General > Deposit.
Parts tab
Use the Deposit screen to specify the part number to use for deposits on parts transactions at each location and whether a deposit receipt is printed. Once set, this is the part number that appears on invoices showing deposit amounts applied to the transaction.
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Ensure that the Parts tab is selected.
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In the Search field, enter a location to search for. You can set up a deposit part number for each location.
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Click the location. A location modal opens.
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Use the buttons at the top of the modal to switch between locations.
The Parts tab on the Deposit screen.
The fields on the Parts tab are:
| Field | Description |
|---|---|
| Location | The location. |
| Deposit Part Number |
Enter the part number that is set up in this location for deposits. The part number you enter here must be coded with a vendor GL and have a deposit asset assigned to it. |
| Print Deposit Receipt |
If yes, IntelliDealer prints a receipt showing how much money has been accepted as a deposit, regardless of whether parts have been sold to the customer on the invoice. |
| Active for System | If yes, the part is active in the system. If no, the part is inactive and no deposit button is available in equipment invoicing. |
| Deposit Overage Part Number | Enter the part number that is set up in this location to handle deposit overages. The part number you enter here must be coded with a vendor GL and have a deposit asset assigned to it. |
| Deposit Overage Threshold |
The maximum amount IntelliDealer can automatically add as an overage amount to a part. This amount is used when calculating taxes that result in rounding errors as charges for parts are separated into multiple invoices. IntelliDealer includes logic to handle fractional amounts but occasionally, the rounding may not balance to zero. The Deposit Overage Threshold ensures the invoice can be balanced. For example, a customer pays the full deposit amount on a sales order consisting of three parts. The tax calculation results in a value ending in a fraction of a cent (.006), which is automatically rounded up to one cent (.01). However, if all the parts are not in stock, the order is split into more than one invoice and the fractional part of the tax calculation (.002) is rounded down for each part to zero. The result is a deposit overage of one cent (.01) on the final invoice. |
Work Orders and Equipment tabs
Use the Deposit screen to specify a deposit part number for work order or equipment transactions at each location and whether a deposit receipt is printed. Once set, the configured part number appears on invoices showing deposit amounts applied to the transaction.
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Select either the Work Orders or Equipment tab. The Work Orders tab is shown below.
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In the Search field, enter a location to search for. You can set up a deposit part number for each location.
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Click the location. A location modal opens.
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Use the buttons at the top of the modal to switch between locations.
The fields on the Work Orders and Equipment tabs are:
| Field | Description |
|---|---|
| Location | The location. |
| Deposit Part Number |
Enter the part number that is set up in this location for deposits. The part number you enter here must be coded with a vendor GL and have a deposit asset assigned to it. |
| Print Deposit Receipt |
If yes, IntelliDealer prints a receipt showing how much money has been accepted as a deposit, regardless of whether parts have been sold to the customer on the invoice. |
| Active for System | If yes, the part is active in the system. If no, the part is inactive and no deposit button is available in equipment invoicing. |
Use these buttons to complete your work on the Deposit screen:
| Button | Description |
|---|---|
| Create | Opens a new location configuration for deposit settings. |
| Save | Saves changes made on the Deposit screen. |
| Save & Previous | Saves changes made on the Deposit screen and navigates to the previous location. |
| Save & Next | Saves changes made on the Deposit screen and navigates to the next location. |
| Delete | Deletes this location configuration. |
| Close | Closes the Deposit screen without saving and returns to the Configuration Quick Links screen. |