Processing Deposits on Sales Orders
Deposits can be taken for a sales order whenever an order is not immediately filled. The following actions can be taken with regard to a deposit:
the deposit can be taken for a sales order.
the deposit can be applied to fulfilled ordered lines.
the deposit can be refunded back to the customer.
For each of these actions, OM_Bill will send a transaction to the Billing interface. These transactions will ultimately appear as lines on an invoice in Billing. Depending on the action, deposit transactions will have one of the following line types:
Field or Control |
Description |
|---|---|
DEP (deposit) |
When a deposit is taken for a sales order, a separate invoice will be created for the deposit amount. A deposit is assigned a deposit ID, which is used to track subsequent transactions related to the deposit. Deposit lines are not subject to taxes because all sales, use and VAT taxes are considered inclusive. However, if system options indicate that VAT on advance payment is required, Billing will calculate VAT for the deposit line and subtract this VAT amount from the line's extended amount. |
DAPP (deposit applied) |
When all or part of a deposit taken earlier is applied to a sales order, the deposit applied line will reduce the total amount due. The deposit ID is used to link the applied line to the original deposit. Sales and use taxes are not calculated on DAPP lines. VAT on the deposit is considered inclusive, so even if the invoice is fully paid, Billing will calculate the VAT, where applicable, and distribute part of the deposit applied to the VAT total (when system options indicate that VAT on advance payment is required). DAPP lines use the same VAT defaults as the original deposit line. Deposit applied transactions will appear as a separate line on the invoice and will have a negative amount. Invoices with deposit applied cannot be canceled either online or through the Billing interface. Note: Order Management creates a deposit-applied line for each sales order charge line. When the Billing interface processes these lines into one or more bills, the deposit-applied lines are aggregated into a single line per invoice. |
DREF (deposit refund) |
When a deposit is refunded, the deposit ID is used to identify the open item and VAT treatment. If the deposit has already been refunded to the customer in the source system, the invoice is marked fully paid and cannot be canceled or modified. Deposit refunds will appear as a separate line on the invoice and will have a negative amount. Sales and use taxes are not calculated on DREF lines. |
DRFF (deposit refund fee) |
When a deposit is refunded, a fee may be associated with the refund. Refund fees come over to billing as separate bill lines. They will appear on the invoice with a positive amount. The deposit ID is used to identify the open item and VAT treatment. |
Note: If an invoice with deposit transactions is copied or adjusted, the deposit ID is deselected. Copying or adjusting an invoice will not affect a deposit's open item balance.