Overview

This article will walk you through how to set up your pricing to require a deposit payment be paid at the time of booking with the remainder to be collected on the date of the event.
 

Configure Deposit Settings on the Pricing Spoke of the desire plan.

In this example, we are configuring a required deposit as payment terms for a Group Climbing Event.

Edit Pricing Spoke

1. Go to Build > Plans > Plan List > Programs

2. Select your desired Plan

3. Click on the Pricing spoke

4. Choose either Add New Pricing or select an existing pricing to edit.  Use Standard Pricing

5. Click the Edit Payment Terms button

• When editing Payment Terms, you can configure the deposit amount as a fixed fee or as a percentage of the total for the booking (including add-on products).

Customers are prompted to place a deposit payment at the time of booking when processing their payment:

Changing the Price

• Pricing for the deposit can be manually edited directly from the Program Contract via Edit Booking

Collect Remaining Balance

• Collect the remaining balance from the Green "Collect Balance" button on the contract from the Customer Record, or from the Calendar Course.
• Deposit amount paid can be referenced from the Invoices Tab on the contract.

Deposits and Cancellation Terms

Cancellation/Deposit Refund terms can be defined from Plan configuration settings when configuring Partial Refunds on authorized cancellations:

How to Configure a Non-Refundable Deposit in Cancellation Terms

1. Navigate to the Build Menu > Plans > Plan List > Programs

2. Select the desired Plan

3. Click on the Cancellation Terms spoke

4. Enable the Allow Cancellations toggle

5. Expand or go to Cancellation Rules

6. Scroll to or select Refund Configuration

7. Under Partial Refund Type, choose Non-refundable Deposit.

8. Assign the product to move their non-refundable deposit into revenue

The product assigned here should be NOT TAXED, that way it offsets the deposit exactly.  If the product here is taxed, then you will credit the tax to the customer which is incorrect!  The original deposit product never collects sales tax. 

Deposits and Store Credits

Store Credits can be applied by staff in the Tender screen in Point of Sale, and online (if enabled on the Storefront Register: Manage > Org & Facility Settings > Facility:[location] > POS > Registers > Storefront Register) 

If a customer has a store credit on their customer record AND has paid the deposit already on a contract, the Store Credit can be applied when staff click Collect Balance.

Select Store Credit to apply it, and then collect any remaining balance with another payment type.


 

Deposits and Revenue Account Mapping

The Deposit product is a System Product that codes the the System Revenue Account called Deposits.

The Deposits Revenue account may be inactive - you can make it active and map it as desired.

1. Go to Manage > Organization & Facility Settings > Revenue Accounts
2. Filter to show inactive and find Deposits
3. Toggle to make Active, and add your Revenue Account Mapping Name/Code to match your Accounting System