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A deposit is a partial payment. When you record a payment for less than the balance, the work order stays open. Your staff can keep adding items, enter mileage, and collect the rest later. When you record the full balance, automation completes the work order and locks its items and mileage. For every method except Cash, the Amount field in Process Payment starts at the full balance. A deposit needs that value changed before you submit.

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Before you start

  • Complete the steps in Taking payments. A deposit uses the same Process Payment dialog and payment methods.
  • Assign a customer to the work order.

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Take a deposit

When: The customer pays part of the balance up front, such as a pre-payment on special-order tires.
A deposit that matches the Amount Due triggers the automation that completes the work order. Add the tires, parts, or labor to the order first, so the total is greater than the deposit. If the deposit still covers the whole balance, the automation completes the work order when you submit.
1

Open Process Payment

Open the customer’s work order. Select Process Payment.
2

Choose a payment method

Choose the method under Payment Method.
3

Enter the deposit amount

In Amount, enter the deposit amount. For Cash, enter the cash the customer hands you.
4

Submit the deposit

Select Submit.
Process Payment dialog. Amount Due reads $812.40; the Amount field reads 300.00.

Amount set to $300.00 against an Amount Due of $812.40. Submitting this records a deposit and leaves the work order open.

The work order status stays In Progress and the payment chip reads Partially Paid. The Payments line shows the deposit.

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Finish the job and collect the balance

When: The tires or parts arrive and the customer returns for the install.
1

Open the mileage entry

On the Vehicle Details card, select the pencil next to Mileage In.
2

Enter the mileage

In Edit Mileage Entry, enter the value in Mileage. Select Update.
3

Add any remaining items

Add labor or parts as normal. The order is still open.
4

Open Process Payment

Select Process Payment. Amount shows the remaining balance.
5

Collect the balance

Select Submit.
The payment chip reads Paid and the work order status changes to Completed.

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When the customer paid in full up front

A full payment triggers the automation that completes the order and locks the mileage fields. A dealer Owner or Admin can reopen it at install. See Reopening a work order.

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Where to go next

Taking payments

Take terminal and manual payments, review payment history, and issue a refund.

Reopening a work order

Enter the mileage or change items on an order that already completed.