Managing Deposit in Orders

Receive Deposit in Orders.

Deposit can be handled in Orders in AltheaSuite by following below steps.

Step 1: Login into your AltheaSuite account.

Step 2: Navigate to Order > Orders from the main menu.

Then, Click on the “New” button to start creating a new order.

Step 3: Click on the “Receive Deposit” tab to record the deposit payment.

Enter the Deposit Percentage defined by the business, or manually enter the amount the customer wishes to pay as a deposit. 

Select the appropriate payment mode, then click ‘Save’ to complete the payment.

Once the deposit has been collected, it will appear at the bottom of the screen of order screen.

Click “Create” to save and finalize the order. 

The deposit will now appear in the Order Grid under the “Deposit Amount” column, and the pending amount will be updated.

Note: The Order Deposit date can be modified at the time of taking the deposit from the customer. This can be done using the date field, as shown in the below image.

Receive Deposit for an Existing Order.

To record a deposit for an order that has already been created, click on the context menu (three dots) next to the Order and select “Receive Deposit.”

Once the deposit has been recorded, the ‘Deposit amount’ and ‘Pending amount’ columns in the order grid will be updated.

How to Return a Deposit to a Customer.

To initiate a deposit return, click on the context menu of the order and select “Modify”.

Here, select the option “Return Deposit To Customer”, if the customer prefer the deposit amount to be refunded.

Choose the customer’s preferred payment mode to complete the refund process.

Alternatively, if the customer prefers to use the deposit amount for other orders, you can move it to their account by selecting the option “Move Deposit To Customer Account”.

Enter the amount the customer wishes to move to their account, then click “Ok” to confirm.

This action will update the “Returned Amount” in the Deposits section. It will also reflect in the order by adjusting the ‘deposit amount’ and ‘pending amount’ accordingly.

In the customer account, the refunded amount will appear under the “Advance Amount” column.

How to Cancel an Order with a Deposit 

To Cancel an order with a deposit, click on the context menu (three dots) of the order and select “Cancel Order”.

It will be prompted to enter a reason for cancelling the order.

After entering the reason, a confirmation popup will appear asking whether you want to proceed with the cancellation. Click “Yes” to confirm.

Once the order is cancelled, the order grid will be updated with the “Order status” set to “Cancelled”.

As the order has been cancelled and there is a deposit associated with it, we recommend modifying the order and refunding the deposit to the customer using preferred payment mode.

How to Redo payments / How to Correct Payment Mode of Received Deposits

If you have already created an invoice from order and later realize that the payment mode selected for the deposit was incorrect. You may go back to Orders, Click on context menu and Select “Change Payment Mode”.

In the Deposits section, click on the context menu and select “Change Payment Mode”.

Select the appropriate payment mode and enter the deposit amount, then save the changes.

Now the deposit section reflects the updated payment mode. As shown in the image, the payment mode has been updated to ‘Card’ from check payment.