Collecting Deposits in AltheaSuite: Step-by-Step
AltheaSuite allows users to collect partial or full payments on orders before they are fulfilled or invoiced. Here’s how the process works:
1. Create a New Order
Start by creating a new order from the Orders module. Select your customer and input shipping details, which also ensures correct tax calculation based on location.
2. Add Items to the Order
Add one or more items to the order — for example, a refrigerator priced at $1,200. Once taxes and fees are calculated, you’ll see the total order value (e.g., $1,410.26).
3. Receive a Deposit
Click the Receive Deposit button. This opens a dedicated deposit screen where you can:
- Enter a deposit amount (as a percentage or fixed value).
- Choose the payment method (cash, card, check, etc.).
- Record check details, if applicable.
- Save the deposit, which is then logged under the order’s Deposit section.
Managing Deposits After Order Creation
Deposits in AltheaSuite are not locked in once taken. Retailers can adjust them to reflect customer changes or order updates:
Modify or Return Deposits:
- Move to Customer Account: Apply all or part of the deposit to the customer’s account as credit.
- Return Deposit: Issue a refund via the original payment method or another method (e.g., return a check deposit as cash).
- Delete Deposit: Completely remove the deposit if it was recorded in error.
These flexible options ensure retailers can respond quickly and professionally to customer needs.
Handling Additional Deposits After Order Modifications
In many real-world scenarios, customers may want to add items after placing an order. AltheaSuite makes it easy to manage this:
1. Modify the Order
Use the Modify Order function to add more items (e.g., a kitchen hood for $428.19). This increases the order total while keeping the original deposit intact.
2. Add a Second Deposit
Revisit the Receive Deposit option to collect an additional payment (e.g., another check for the added item). AltheaSuite keeps track of multiple deposits per order, including dates and payment details.
3. View All Deposits in One Place
All deposits for a single order are listed in the deposit section, giving full visibility into the total amount collected versus the outstanding balance.
Using Deposits When Fulfilling the Order
When it’s time to convert the order to an invoice or finalize the transaction, AltheaSuite makes the deposit available as a payment option. This ensures the balance is automatically deducted from the total, streamlining the checkout and reducing manual accounting.
Why Deposits Matter for Retailers
- Reduces Financial Risk
- Collecting deposits protects your business from last-minute cancellations or no-shows, especially for custom or high-value products.
- Improves Cash Flow
- Receiving part or full payment upfront boosts working capital, helping you manage inventory purchases, staffing, and operations more effectively.
- Customer Commitment
- Deposits reinforce a customer’s intent to complete the purchase, reducing the likelihood of abandoned orders.
- Professionalism & Trust
- Offering structured, transparent payment processes (with options for refunds or credits) enhances customer confidence in your business.
- Streamlined Operations
- With AltheaSuite’s centralized order management system, your sales, finance, and fulfillment teams stay aligned with clear records of all transactions.
Conclusion
AltheaSuite’s deposit functionality is more than a simple payment tool — it’s a comprehensive solution for managing customer commitments, improving financial operations, and delivering a professional retail experience. Whether you need to take a full payment, collect partial deposits, or manage refunds and changes, AltheaSuite gives you the control and flexibility you need.
Ready to enhance your retail process with secure and smart deposit handling?
Get in touch today for a demo of AltheaSuite and see how it can elevate your order and payment workflows.
