Required Minimum Deposit Cash Orders

Overview

In this document, the concepts and processes of setting up and using Required Minimum Deposit will be discussed. Requiring at least a partial payment for orders on BO is the most common use for this.

Assumptions

We will assume throughout this article that the orders have some or all items on Back Order and can not be Invoiceable at the time of Converting.

General Concepts

Set Up Minimum Deposit

Site Level

• In Admin, ADmisistration, Sites tab, then the Selling Tab, click Edit

• And you will see the Require Minimum Deposit for Cash Orders setting.

• Check it, and the percentage field will enable and you can enter the desired percentage

  • The examples in this document will show a 10% Min Deposit for orders (BO orders, BO Line Items)

• Click Update when ready.

Warehouse Level

• If you have multiple warehouses and you wish to set a Required Minimum Deposit at the warehouse level (different per warehouse, or disabled in other warehouses).

• In Admin, Administration, Warehouses tab, then the Selling tab

• Choose a warehouse and click Edit

• The Require Minimum Deposit for Cash Orders setting is enabled

• Choose No, if the Site has a Deposit Min but you do not want this warehouse to have this setting.

• Choose Yes, and enter a Percentage value if you want this warehouse to be set with a different percentage

• Choose Inherit if you want to make the warehouse follow the site setting (whether set or not).

• Click Update when ready.

Explanation of Receive Payment Screen

• Order Total: This represents the subtotal for all items in the order.

• Tax Total: The total tax applied to the order.

• Order Grand Total: The total cost for the entire order, including tax, fees, and any applicable discounts.

• Invoiceable Amount: The amount eligible for invoicing at present, including allocated items and items not on backorder.

• Remaining Amount: The total value of items that are not yet Invoiceable due to being on backorder or unallocated.

• Deposit Min: If a Minimum Deposit is required, this line will display the Minimum Deposit amount, which will be a percentage (e.g., 10%) of Remaining Amount Amount (not Invoiceable yet)

• Cash Credit: (Cash Customers Only) If the customer is a Cash Customer and is Allowed Cash Credits, their Cash Credit Balance will appear here, available to apply to this order.

• Deposit Paid: If a deposit is taken at any point, the amount will appear here.

• Deposit Applied: Depending on the Invoiceable amount, a percentage of the Deposit will be applied to the transaction (more details in this document)

• Due Now: Invoiceable Amount (including tax, discounts, fees) + if a Min Deposit is required - applied Cash Credit

• Tender Amount: Will auto populate to the Due Now amount. large bold orange text, can override if the customer wishes to pay a different amount, or split payment methods.

• Change Due/Overage: If the customer pays more than Due Now, the overage will appear here. There will be options on how to use this coverage after this screen.

Full Order On Back Order

• Given that you have a Cash Order where all items are not available to release now and/or the whole order is checked for BO

• The Summary Tab will show the percentage of the Deposit Minium

• If you switch to a different warehouse that has a different Deposit Min setting (either different % or no min), the Summary screen will reflect the change automatically.

• Upon Converting, the system sees that the order is on BO and, thus no shipper will be created yet (meaning no value will be invoiced at the moment).

• The Receive Money screen will show the Invoiceable Amount is zero

• And the Remaining Amount is the grand total

• The % Min Deposit will calculate based on the Remaining Amount

• So the Due Now and Tender amounts are just the Min Deposit amount.

• Choose a Payment Type and accept payment

  • If the customer wishes to overpay, you would edit the Tender Amount, and choose what to do with the overage in the next screen (see Document called Overpayment on Cash Orders for more details).

• Once a shipper is created and invoiced, the Deposit will be applied.

• If the shipper is for only a portion of the order, the proportionate percentage of the deposit will be applied to that invoice. The rest of the deposit will be spread out proportionally compared to the full order.

Partial Order on Back Order

• Given that you have a Cash Order where some items are available to release (invoiceable) now and some are not (BO)

• Upon Converting, the system sees that the available items, and the items on BO and, this a shipper will be created for the available items (if POS will be shipped and invoiced right away)

• The Receive Money screen will show the Invoiceable Amount is the amount that is available to be released now

• And the Remaining Amount is the value of the items on BO/unavailable now

• The % Min Deposit will calculate based on the Remaining Amount

• So the Due Now and Tender amounts are the Invoiceable Amount + the Min Deposit Amount

• Choose a Payment Type and accept payment

  • If the customer wishes to overpay, you would edit the Tender Amount, and choose what to do with the overage in the next screen (see Document called Overpayment on Cash Orders for more details).

• The shipper for the items that were available now will be created

• Until the first shipper is invoiced the full amount paid will look like a Deposit, appearing in the Summary tab

• The Invoiceable Amount portion of the payment will apply to the shipper that was created once it is invoiced (if POS, right away)

• Once a shipper for the rest of the order is created and invoiced, the rest of the Deposit will be applied.

• If the shipper is for only a portion of the order, the proportionate percentage of the deposit will be applied to that invoice. The rest of the deposit will be spread out proportionally compared to the full order.

Full Order Invoiceable/ Available to Release Now

• Given that you have a Cash Order where all items are available to be released now (invoiceable now)

• Upon Converting, the system sees that the full order is available now (invoiceable now)

• The Receive Money screen will show the Invoiceable Amount is the Order Grand Total

• And the Remaining Amount is zero

• Thus the full order amount is in the Due Now and Tender amounts

• Choose a Payment Method and click Accept Payment

  • If the customer wishes to overpay, the excess will go to either a Cash Credit or Customer Credit (depending on the customer), or Change Due, if cash (see Document called Overpayment on Cash Orders for more details).

• Upon completing the transaction, a shipper for the order will be created

  • If POS the shipper will be invoiced right away and be marked as paid ‘

  • If not POS, once the shipper is invoiced, the amount paid will look like a Deposit, appearing on the Summary tab.

Canceling Items

• If you need to cancel a line item that was not available at converting, thus you took a parietal deposit for it, the system will refund the proportionate percentage of the deposit paid on that cancelled or reduced item.

Adding Items

• If you are adding items to the a converted order, either adding line items or increasing qty

  • If Available Now, the system will see the newly added item/qty as invoiceable and will trigger the Receive Money screen for the value of the available items

  • If Not available/BO, this will increase the Min Deposit required for the order, thus will trigger the receive money screen and will show a Min Deposit amount.