How to process a Work Order Deposit

Describes the process of adding a deposit to a Work Order and utilizing those funds.

Type

How to

Audience

SRM Operator

Products

SRM

Context

When processing a work order a collateral deposit can be taken to cover the parts/labor/services charged as needed. A deposit can be added while creating a new work order, or later by editing an existing work order that has not been closed/billed. A deposit cannot be taken for an Billing Type: Internal Work order.

Before You Begin

Required: SRM installation, valid login credentials and access permissions

Steps: Record a Deposit

  1. In SRM, navigate to Work Orders > Work Orders
  2. Create the work order and complete it's header information.   If adding a deposit to an existing work order, click the CHANGE button and enter the existing work order number to open the document.
  3. On the Work Order Details screen, enter all necessary Labor, Parts, and Services.
    Work Order Details
  4. If a deposit has been previously taken, the amount will be displayed in the Accum Deposit: field.   This field can be expanded (F4 hotkey, click selection box) to review previously taken deposit details.
  5. Enter the value of the new deposit in the Deposit Amount: field.
  6. The Deposit Date: field will default to the current date.  It can be overridden with a manual date, and is controlled by Date Range restrictions.
  7. Select the Deposit Method: that corresponds with the Method of Payment being taken (Cash, Credit, Debit, etc)
    Note: If Texada Pay  processing is enabled, the Method of Payment chosen will trigger the additional Credit Card or Debit authorization processing to verify payment data.
  8. Click OK to save and exit the work order.

Steps: Bill a Work Order and Utilize a Deposit

  1. In SRM, navigate to Work Orders > Work Orders
  2. Click the CHANGE button and enter the existing work order number to open the document.
  3. Review and ACCEPT the work order header, as well as the work order details, making any necessary adjustments.
  4. Click Invoice W.O. to begin:
    Invoice W.O.
  5. Select the work order posting type.  The Posting Type: Internal will not be available for a work order with a deposit:
    SC3
  6. Invoice Date will default to the current date. It can be overridden with a manual date, and is controlled by Date Range restrictions.
  7. Invoice Totals will be presented:
    SC4
  8. Additional services can be added at this point. If the customer is a Cash Customer and the taken deposit does not cover the full value of the invoice, additional payment will be required. If the customer allows On Account transactions, the balance of the invoice can be placed On Account for later payment.

Steps: Reverse/Remove a Work Order Deposit

A Work Order with an outstanding deposit cannot be deleted/canceled.  That deposit must be reversed.

  1. In SRM, navigate to Work Orders > Work Orders
  2. Click the CHANGE button and enter the existing work order number to open the document.
  3. Accept the work order header to access the work order details.
  4. To reverse an existing deposit, add a credit amount for the total of the deposit that must be reversed:
    SC5
    The Deposit Method should utilize the same Method Of Payment Code as the original Deposit Amount to ensure the correct General Ledger accounts are updated.
  5. To finalize the credit reversal the full Daily Close Process must be completed.