Customer Deposits
Customer deposits allow your dive center to collect advance payments from clients for future services. These deposits are properly recorded as unearned revenue until services are delivered, ensuring accurate financial reporting and helping you manage cash flow.
What You'll Learn
How to record customer deposits for dive trips, courses, and equipment rentals
How to view and manage all customer deposits
How to apply deposits to client bills when services are delivered
How to track deposit balances and status
How to handle deposit refunds if needed
Before You Start
Required Permissions:
To view deposits: Finance View permission (or Super Admin/Admin role)
To create/manage deposits: Finance Manage permission (or Super Admin/Admin role)
Prerequisites:
Your chart of accounts should include liability accounts for unearned revenue
Cash/bank accounts should be set up for different payment methods
Client records must exist before creating deposits
Accessing Customer Deposits
Navigate to Finance > Deposits in the main navigation.
Creating a New Customer Deposit
Step-by-Step Instructions
Navigate to the Deposits page
Go to Finance > Deposits
Click "Create Deposit"
Look for the blue button with a plus icon in the top-right corner
Fill in the deposit details:
Client Information:
Client: Select the customer from the dropdown
Search by typing the client's name if you have many customers
Deposit Amount:
Amount: Enter the deposit amount (must be greater than 0)
Currency: Choose USD or other supported currencies
Exchange Rate: Only needed for non-USD currencies
Deposit Classification:
Deposit Type: Choose what the deposit is for:
Dive Trip: For upcoming dive excursions
Course: For diving courses or training
Equipment Rental: For equipment rental deposits
General: For other services or general deposits
Payment Information:
Payment Method: Select how the customer paid:
Credit/Debit Card: Card payments
Cash: Cash payments
Bank Transfer: Direct bank transfers
Check: Check payments
External Transaction ID: Optional reference number from payment processor
Cash Account: Select which cash/bank account received the payment (optional)
Unearned Revenue Account: Select appropriate liability account (optional, auto-selected by type)
Optional Information:
Reference ID: Link to specific trip or course if applicable
Notes: Add any additional information about the deposit
Expiry Date: Set when the deposit expires (optional)
Review and Submit
Double-check all information
Click "Create Deposit" to save
Expected Outcome
The deposit is recorded in your system
A financial transaction is automatically created (Cash/Bank account debited, Unearned Revenue credited)
The deposit appears in your deposits list with "Active" status
The client's record is updated with the deposit information
Managing Customer Deposits
Viewing All Deposits
The deposits page shows:
Summary Statistics:
Total number of deposits
Number of active deposits
Total value of all deposits
Total available (unspent) deposit value
Deposits List with:
Client name and contact information
Original deposit amount
Current available balance
Deposit type and payment method
Status (Active, Applied, Refunded, Expired)
Creation date and expiry date (if applicable)
Filtering and Searching
Search Options:
Type in the search box to find deposits by client name or deposit ID
Use the status filter to show only Active, Applied, Refunded, or Expired deposits
Use the type filter to show deposits for specific services
Sorting:
Click column headers to sort by client, amount, available balance, or date
Click again to reverse the sort order
Deposit Status Meanings
Active: Deposit is available to apply to bills
Applied: Deposit has been fully used on client bills
Refunded: Deposit has been refunded to the customer
Expired: Deposit has passed its expiry date (if set)
Working with Individual Deposits
Viewing Deposit Details
Find the deposit in the list
Click the three-dot menu (⋮) in the Actions column
Select "View Details"
This shows complete deposit information including transaction history and any applications to bills.
Applying Deposits to Bills
When a client receives services, you can apply their deposit to reduce their bill:
Find the deposit in the list (must be "Active" status)
Click the three-dot menu (⋮) in the Actions column
Select "Apply to Bill"
Choose which bill to apply the deposit to
Enter the amount to apply (can be partial)
Confirm the application
What Happens:
The deposit's available balance decreases
The client's bill balance decreases
Revenue is automatically recognized (Unearned Revenue → Revenue)
If fully applied, deposit status changes to "Applied"
Refunding Deposits
If a client requests a refund:
Find the deposit in the list (must be "Active" status)
Click the three-dot menu (⋮) in the Actions column
Select "Refund Deposit"
The system will automatically refund the full remaining amount
Confirm the refund
What Happens:
Deposit status changes to "Refunded"
Financial transaction records the refund (Unearned Revenue → Cash)
Available balance becomes zero
Common Workflows
Scenario 1: Dive Trip Deposit
Situation: Customer pays $200 deposit for a $500 dive trip
Record the Deposit:
Client: Select customer
Amount: $200
Type: Dive Trip
Payment Method: Credit/Debit Card
Notes: "Deposit for Advanced Wreck Diving trip"
When Trip is Completed:
Create bill for $500 dive trip
Apply $200 deposit to bill
Collect remaining $300 from customer
Scenario 2: Course Deposit
Situation: Student pays $150 deposit for Open Water course
Record the Deposit:
Client: Select student
Amount: $150
Type: Course
Payment Method: Cash
Reference: Link to course instance
When Course Starts:
Create bill for full course fee
Apply deposit to reduce balance
Process payment for remainder
Scenario 3: Equipment Rental Deposit
Situation: Customer pays $100 security deposit for equipment rental
Record the Deposit:
Client: Select customer
Amount: $100
Type: Equipment Rental
Payment Method: Credit/Debit Card
Notes: "Security deposit for BCD and regulator"
When Equipment is Returned:
If undamaged: Refund full deposit
If damaged: Apply deposit to repair costs, refund remainder
Tips and Best Practices
Recording Deposits
Be Specific: Use clear notes describing what the deposit is for
Link References: Connect deposits to specific trips or courses when possible
Check Accounts: Ensure the correct cash and unearned revenue accounts are selected
Verify Amounts: Double-check deposit amounts before submitting
Managing Deposits
Regular Review: Check for expired or old deposits regularly
Clear Communication: Ensure clients understand deposit terms and conditions
Prompt Application: Apply deposits to bills quickly when services are delivered
Documentation: Keep records of any special deposit arrangements
Financial Best Practices
Separate Accounts: Use different unearned revenue accounts for different deposit types
Monitor Balances: Watch total unearned revenue as it represents future service obligations
Revenue Recognition: Only recognize revenue when services are actually delivered
Cash Flow: Remember deposits improve cash flow but create service obligations
Troubleshooting Common Issues
"No clients found" in dropdown
Check Permissions: Ensure you have Client View permissions
Verify Data: Confirm clients exist in the system
Refresh Page: Sometimes a page refresh resolves loading issues
Cannot create deposit
Check Permissions: You need Finance Manage permissions
Verify Accounts: Ensure chart of accounts includes unearned revenue accounts
Amount Validation: Deposit amount must be greater than zero
Deposit not appearing in list
Check Filters: Clear any active status or type filters
Refresh Data: Click the Refresh button to reload deposits
Search Function: Try searching for the client name or deposit ID
Error applying deposit to bill
Client Match: Deposit and bill must be for the same client
Sufficient Balance: Deposit must have enough available balance
Status Check: Deposit must be in "Active" status
Related Features
Client Billing: Create bills to apply deposits against
Payment Processing: Process final payments after deposit application
Chart of Accounts: Set up unearned revenue accounts
Financial Reports: View deposit impact on financial statements
Next Steps
After setting up customer deposits:
Train Staff: Ensure all staff understand deposit procedures
Set Policies: Establish clear deposit and refund policies
Regular Monitoring: Review deposit status and balances regularly
Financial Review: Include unearned revenue in monthly financial reviews
Client Communication: Keep clients informed about their deposit status
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