Deposit

This chapter covers all important information on deposits. In Aptean Rental, deposits are processed directly via the rent contract.

This chapter is divided into the following sections:

• Creating Deposit Invoices
• Releasing Deposit Payments Manually
• Canceling Deposit Invoices
• Paying Back Deposits
  • Paying Back Deposits in Full
  • Partially Refunding or Retaining Deposits
• Setting Up Deductible Codes
• Setting Up Deposit Penalty Codes

Note

Before you can use the deposit functionality, you need to complete the basic setup of the rent deposit. For more information on setting up the rent deposit function, see Rent Setup. Note that the system must be restarted once after activating the deposit function in the Rent Setup.

In addition, you have to set up which accounts are used when posting deposits. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Customer Posting Groups page.
• A list of all customer posting groups is displayed.
• Click New to create a new customer posting group or Edit List to edit an existing one.
• In the Requested Deposit Account field, enter the account for the requested deposits.
• In the Deposit Account field, enter the account to which the fully paid deposits should be posted.
• In the Deposit Revenue Account field, enter the account to which the revenues should be posted.
• Your changes are saved automatically.
• Close the Customer Posting Groups page.

Creating Deposit Invoices

In Aptean Rental, deposits are issued directly via the rent contract. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Click New to create a new rent contract or open an existing one.
• Proceed as described in Adding Additional Revenues to add a deposit entry to a rent class.
• In the Price Excl. VAT column, enter the deposit amount.
• Proceed as described in Releasing a Rent Contract to release the rent contract.
• Select Invoice > Deposit Entries from the menu bar.
• A list with all existing deposit lines is displayed.
• Select the relevant deposit line.
• Click Process > Create Deposit Invoice in the menu bar.
• A dialog window opens. Here, you can specify whether you would like to open the deposit document.
• Click Yes to open the document.
• Navigate to the Invoice Details FastTab.
• In the Payment Method Code field, enter the payment method for the deposit.
• In the Payment Terms Code field, enter after how many days the deposit payment is due. The payment discount date and payment discount amount will also be influenced by this value.
• Check all information.
• In the Deposit Document Line FastTab, activate the Amount Checked toggle switch.
• To release the deposit invoice, select Status > Release from the menu bar.
• To post the deposit invoice, click Post > Post Deposit Document in the menu bar.
• A dialog window opens. Here, you can specify whether you want to open the posted invoice.
• Click Yes to open the invoice.

The next section describes how to manually release a deposit payment.

Releasing Deposit Payments Manually

Rent objects can only be delivered if the deposit has been paid. To speed up logistical processes, you can manually release deposit lines that are still in payment. That way, the status of the line changes from In Payment to Authorized. To manually release deposit lines, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Open an existing rent contract that contains deposit lines you would like to release.
• Select Invoice > Deposit Entries from the menu bar.
• A list with all existing deposit entries in the contract opens.
• Select the deposit line you want to release.
• In the menu bar, click Process > Set as authorized to release the deposit line.
• The status of the deposit line changes to Authorized.

In the following section, you will learn how to cancel a deposit.

Canceling Deposit Invoices

If a deposit has been wrongly applied, you can cancel the deposit invoice. In this case, a credit memo will be created. To cancel a deposit invoice, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Open an existing rent contract that contains deposit lines you would like to cancel.
• Select Invoice > Deposit Entries from the menu bar.
• A list with all existing deposit entries in the contract opens.
• Click Related Information > Detailed Entries in the menu bar.
• A list with all detailed deposit entries opens.
• Select the line you want to cancel.
• Then, click Open Document to open the posted document.
• Click Correct > Cancel Deposit Document in the menu bar.
• A dialog window opens. Here, you can specify whether you want to cancel the deposit invoice.
• Click Yes to cancel the deposit invoice.
• A credit memo is created automatically, and a dialog window opens.
• Click Yes to open the credit memo.
• Check all information.
• In the Deposit Document Line FastTab, activate the Amount Checked toggle switch.
• To release the credit memo, select Status > Release from the menu bar.
• To post the credit memo, select Post > Post Deposit Document from the menu bar.
• A dialog window opens. Here, you can specify whether you want to open the posted credit memo.
• Click Yes to open the credit memo.
• Optional In the General FastTab, click Show more to view all fields.
• The Correction field in the General FastTab shows that the deposit was canceled by a rent credit memo.

The following section covers everything you need to know about paying back deposits.

Paying Back Deposits

After returning a rent object, you can pay back the deposit to the customer. In this case, a credit memo will be created for the deposit. If a rent object is damaged, you can apply a deposit penalty. With a deposit penalty, only a partial amount is repaid. You can also retain the entire deposit amount.

In the following section, you will learn how to pay back a deposit in full.

Paying Back Deposits in Full

To pay back a deposit in full, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Open an existing rent contract that contains deposit lines you would like to pay back.
• Select Invoice > Deposit Entries from the menu bar.
• A list with all existing deposit entries in the contract opens.
• Select the deposit line you want to pay back.
• Click Process > Create Deposit Credit Memo in the menu bar.
• A new dialog window opens. Here, you can specify whether you would like to open the deposit credit memo document.
• Click Yes to open the document.
• Navigate to the Invoice Details FastTab.
• In the Payment Method Code field, enter the payment method for the deposit credit memo.
• In the Payment Terms Code field, enter the due date for the credit memo.
• Check all information.
• In the Deposit Document Line FastTab, activate the Amount Checked toggle switch.
• To release the deposit repayment, select Status > Release from the menu bar.
• To post the repayment, select Post > Post Deposit Document from the menu bar.
• A dialog window opens. Here, you can specify whether you want to open the posted credit memo.
• Click Yes to open the credit memo.

In the following section, you will learn how to retain a partial amount of a rent deposit or the entire deposit amount.

Partially Refunding or Retaining Deposits

If a rent object is returned damaged, you can apply a deposit penalty. You can then pay back only part of the deposit or retain the entire deposit. To do this, proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• A list of all rent contracts is displayed.
• Open an existing rent contract that contains deposit lines.
• Select Invoice > Deposit Entries from the menu bar.
• A list with all existing deposit entries in the contract opens.
• Select the relevant deposit line.
• Click Process > Create Deposit Credit Memo in the menu bar.
• A new dialog window opens. Here, you can specify whether you would like to open the deposit credit memo document.
• Click Yes to open the document.
• Navigate to the Deposit Document Line FastTab.
• In the Penalty Code field, enter the reason for the deposit penalty.
• Click Manage > Penalty Allocation.
• The Penalty Allocation page is displayed.
• In the Object No. field, select the rent object that has been damaged.
• In the Penalty Amount field, enter the sum you want to retain. You can either enter a partial amount or the entire deposit amount.
• Close the Penalty Allocation page.
• Check all information.
• In the Deposit Document Line FastTab, activate the Amount Checked and Penalty Amount Checked toggle switches.
• To release the partial credit memo, select Status > Release from the menu bar.
• To post the partial repayment, select Post > Post Deposit Document from the menu bar.
• A dialog window opens. Here, you can specify whether you want to open the posted credit memo.
• Click Yes to open the credit memo.

Setting Up Deductible Codes

If a deductible is designated for the insurance of a rent class, you can set up a deductible code. To do so, proceed as follows:

• Use the quick search (ALT+Q) to find the Deductible Amounts page.
• In the No. column, enter a number or a code for the deductible under which you can search for the deductible later.
• In the Description column, enter a specific description for the deductible.
• In the Print Text column, enter the text to be printed on documents that use this deductible.
• Optional If necessary, provide a translation for the print text of the deductible by selecting the Translations option from the menu bar.

You have successfully created a deductible code.
You can now select this code in the Price Lines of a rent class or rent package in the Deductible Amount Code column. Note that deductible amount codes can only be selected for insurance lines.

Setting Up Deposit Penalty Codes

You can define penalty codes for applying deposit penalties. You can also add text lines to penalty codes that will be shown on posted deposit documents. To define deposit penalty codes, proceed as follows:

• Use the quick search (ALT+Q) to find the Deposit Penalty Reason page.
• A table containing all penalty codes is displayed.
• To set up a new penalty code, click New.
• A new line appears in the table.
• Use the Penalty Code column to enter a code for the deposit penalty.
• Use the Description column to enter a meaningful description for the deposit penalty.
• Optional Use the Invoice Text Line column to enter a text that will be shown on posted deposit documents. In addition, you can add the penalty amount to the text line by using the function %1.
• Your changes are saved automatically.
• A new penalty code has been created. This penalty code can now be used in deposit documents.