What this screen is for
The refundable money you hold against cylinders. Each entry records a deposit collected from a customer, refunded to them, or forfeited, with the amount, the date and how it was paid, and shows the journal entry it posted to your books.
When to use it
Take a deposit when cylinders first go out to a customer, refund it when they are all returned, and forfeit it when they are not. Because these entries post to your accounts, this is a real liability ledger rather than a memorandum: until the cylinders come back, the money is still the customer's.
What you see on this screen
Total held opens the page — the sum you are holding and would have to give back — with the number of customers it is owed to. Who is holding a deposit sits beside it, naming each customer and their amount as a chip.
Record a deposit is the form: Customer (with a note of what they already have on deposit), Type, Amount, Date, Paid by and Notes. Settling more than is held turns the amount box red and blocks the save, so an over-refund is caught before it happens. A forfeit disables the Paid by control and says no cash moves.
The history table below lists every entry:
- Date — when the money moved.
- Customer — whose deposit it is.
- Movement — collected, refunded or forfeited.
- Amount — signed and coloured, positive in green where money came in and negative in red where it went out or was written off.
- Journal — the journal entry it posted, so the ledger effect can be traced.
- Notes — anything recorded at the time.
A reversed entry is shown struck through and faded, rather than removed.
Filters and actions
There are no filters: the history is short and read in date order. Record saves an entry, and each history row can be reversed, which strikes it through rather than deleting it so the correction stays visible. Cylinder Balances, in the header, returns to the list of who is holding what.
Status values
- Collected — money taken from the customer. It increases what you hold and what you owe back.
- Refunded — money returned to the customer, normally once all cylinders are back.
- Forfeited — the deposit is kept against cylinders that were not returned. No cash moves; the liability simply ends.
Related
- Cylinder Balances
- Cylinder Types
- Receipt