Deposits

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Deposits are supported in eoStar; however, each state has different deposit and handling laws. Deposits are a sum of money paid to ensure the return of certain rented items. If the goods are returned to the satisfaction of the lender, then the deposit money is returned. However, if the item is damaged, the deposit amount is used to make repairs to the rented item. Deposits are occasionally used for kegs and taps.

There are two main types of deposits:

  • Supplier deposits - These are deposits that originate with the supplier. Examples include keg deposits
  • Distributor deposits - These are deposits that originate with the distributor. Examples include state bottle deposits.

When products are sold to other wholesalers, the supplier originated deposits are charged, but the distributor originated deposits are not.

When a customer is to pay a deposit:

  • Retailers will pay the standard deposit on the item record

An exception to this:

  • If the item is a Keg and there is a Keg deposit on the warehouse record, then this is what is charged.

How-To Allow the Use of Deposits

  1. Login as the Database Administrator.
  2. Go to File>Database Administration>Configure Pricing panel.
  3. Under the heading Application Settings, check the checkbox Support Deposits.
  4. When finished making changes, click the command button Save.

How-To Add a Deposit to a Product

By checking the Support Deposits checkbox, it enables deposit amounts to be added to products. Additionally, any Alt-packs for products will also gain the ability to have a deposit price added.

  1. Go to Records>Product>Records.
  2. Type in the deposit amount.
  3. Checking the Supplier Deposit checkbox will result in the deposit amount populating on Purchases and Write-Offs as well as Orders.
    • This will only work on purchases if no other costing has been established for this product; for example, Laid-In-Costs or purchase history.
    • Once Laid-In-Costs have been established, or purchases of said product are reconciled, this value will no longer populate on new purchases.
  4. Type in the override amount, if any. Enter the Supplier deposit amount if it is different from what is charged to retail accounts.
  5. When finished making changes, click the command button Post.

The product's deposit amount will be listed on the order entry screen in the deposits column.

How-To Add Deposits to a Warehouse

A Keg Deposit amount may be specified for each warehouse record. This means that if any Keg items in the system are not assigned a keg deposit amount on the Product Records, the entered keg deposit amount entered on the warehouse records will be used instead for those items taken from the selected warehouses inventory.

  1. Go to Records>Warehouse>Records Beverage panel.
  2. Type in the deposit amount in the Keg Deposit field.
  3. Click the command button Post to save the changes.

Charging Deposits to Customers

This is the deposit information for the selected customer.

After a deposit amount is set for a product, all customers may be charged that amount. Customer deposit options are setup on the Records>Customer>Records Terms panel.

  • Charge All Deposits - All deposits for All Items in the system will be charged to this customer.
  • Charge Only Non-dunnage Deposits - This customer will not be charged Deposit amounts for any item labeled as Dunnage.
  • Do Not Charge Item Deposits - Check the check box labeled Do Not Charge Item Deposits if this customer is not required to pay deposits. (Meaning any items with deposit charges will not show those charges on Orders.)

Note - Sometimes the wholesale customers are not charged the deposit amount. Wholesaler information can be found on the Records>Customer>Records Beverage panel.

Charging Deposit Amounts in Orders

After a deposit amount is set for a product, every time that product is purchased, that deposit amount will be charged (unless the customer Do Not Charge Item Deposits check box is checked). It is possible to remove that deposit amount on a per-order basis by manually deleting the deposit amount in the Order Entry Screen.

Purchases

When making New Purchases, deposit amounts for certain items purchased from suppliers will be charged to your company. These deposit amounts tend to be billed with the supplier bill.

IsManualDeposit

"IsManualDeposit" becomes flagged when the deposit amount is edited during an order either performed on the backend, handheld, or tablet. This flag highlights the field in red.

During reconciliation, if a user changes a price or discount during reconciliation then the values are highlighted in red, and the user must explicitly “OK” the values before the reconciliation can be posted. This has now been extended to the UnitDeposit as well.

Deposit Rules & Schedules

The deposit schedule setup will mimic the price sheet screen. A customer set will be assigned to a deposit schedule using the deposit rules screen.

1. Navigate to Records>Products>Deposit Schedule to set up the Deposits sheets and warehouses selected

Deposit Rules

Unlike the price sheets, there is no “Levels” in the Deposit sheets only Base Price. This means you will need to setup a new Deposit sheet for each Deposit price/Customer variation.

Deposit Sheets

2. Next you will need to Create Customer sets for each Deposit Sheet that to tie the Customers to the Deposits they should be charged.

3. Navigate to Records>Customer>Customer Sets

4. Navigate to Records>Products>Deposit Rules to tie the Deposit Schedule to the Customer Set

Deposit Rules

Now to control deposits on full products with these Deposit Rules, you will need to setup containers.

5. Navigate to Records>Product>Containers

Containers

Here you will select the empty of dunnage item “Container Item”. For example, a CO2 Barrel, a 2 liter plastic shell, etc. These should be the same items used in the Deposit Schedule.

6. Navigate to Records>Product>Records to set the container

Product Container Records

Now when orders are created, the shell will be automatically added to the order for inventory control and proper deposit collection. These will be seen as Auto lines in green, similar to the auto discount lines used on stackable promotions.

Container inventory line