How to Take, Refund and Delete a Customer Deposit

This article explains how to take a customer deposit on an Invoice or Quote, take one through your WorkshopPay terminal and refund or remove a deposit in Workshop Software.

Please note: A deposit can be added to an open Invoice or Quote at any time before it is processed. Once the invoice is processed any deposits can no longer be changed.

Take a deposit

  • On an open Invoice or Quote, click the + icon in the green box below Balance Due and choose Add Deposit.
A cropped screenshot of an Invoice. The Deposit and Discount drop down is open and the Add Deposit option is highlighted.

  • In the Create Deposit window choose a Payment Method, add a Reference if you want one, and enter the Amount. To split the deposit across more than one method, click the green + (Add Payment Method) and add another row.
A screenshot of the Create Deposit Pop Up. The Take Order button is highlighted.

  • Click Take Deposit. The deposit is added as a Deposit line in the footer and the Balance Due drops by that amount.
A cropped screenshot of an invoice, a deposit for $800 is attached and the Deposit added message is visible.

Take a deposit on your WorkshopPay terminal

  • In the Create Deposit window choose an EFTPOS payment method then pick your terminal under Select a Terminal.
  • Click Take Deposit.
A screenshot of the Create Deposit Pop Up when a WorkshopPay terminal is being used. The Select a Terminal drop down is highlighted and a cursor indicates to click Take Deposit.

  • The screen shows Waiting for terminal… while your customer taps or inserts their card.
  • When the terminal approves the payment the deposit is saved automatically. If a card surcharge applies it is added to the invoice total and included in the deposit for you.

Please note: If you see Terminal not active. Please try again later check the terminal is switched on and connected then try again.

Refund or remove a deposit

  • In the Invoice footer click the red trash icon next to the deposit you want to remove.
A cropped screenshot of an Invoice, as deposit of $800 is attached and a cursor highlights the red Bin icon used to refund a deposit.

  • The Refund Deposit window opens showing the amount. This window is your confirmation, click Refund Deposit to complete the refund. If it was a terminal deposit any card surcharge is reversed as well.
A screenshot of the Refund Deposit pop up. A cursor indicates to click the Refund Deposit button.

Please note: There is no longer an option to edit a deposit’s value. To change a deposit remove it and take a new one.

Good to Know

  • You can add more than one deposit to the same Invoice, each one shows as its own line with its own amount.
  • You can take deposits on the dealership sale screen in exactly the same way.
  • The Balance figure in the deposit window turns red if you enter more than the amount owing and you will be unable to take this deposit.

Frequently Asked Questions

Can I take a deposit on a Quote?
Yes. You can add a deposit to a Quote before it is turned into a Job Card. The deposit moves across to the Job Card automatically when you convert it.

What happens to a deposit when I turn a Quote into a Job?
It moves to the new Job Card for you, you do not need to re-enter it. The balance owing on the Job Card already accounts for the deposit.

Why can’t I delete a Job or Invoice that has a deposit on it?
Workshop Software will not delete an Invoice while it still has a deposit attached. You will see a message telling you the deposit must be removed first, refund or remove the deposit then delete the Invoice.

Can I still edit a deposit after taking it?
No. The edit option has been removed. If the amount or method is wrong remove the deposit with the trash icon and take a new one.

Why do I see “Payment exceeds balance” or “Deposits cannot be greater than balance”?
A deposit cannot be larger than the amount owing on the Invoice (or on a Quote the Quote’s total). Enter an amount up to the balance shown.

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