Deposit items

Deposit items: Request and settle payments correctly

A deposit is not an ordinary sale of an item. It moves money within a chain of receipts and must be clearly accounted for later. X-ERP therefore identifies such positions using the property Deposit items and controls its effect via the document type.

Marking in the item

The property Deposit items comes from the item template and is displayed in the item. To do this, use a centrally approved template. This will prevent a normal item from accidentally being treated like a deposit or vice versa.

Down payment items are prominently marked in the receipt list. For purposes of profit consideration, they are not treated like normal commodity items.

Document type factor

Each document type separately determines how normal items and down payment items work. The position value is multiplied by this factor:

• 1: Item increases the document total.
• 0: Position is managed informatively, but does not change the total.
• −1: Item reduces the document total and thus offsets an amount that has already been taken into account.

Which combination is correct depends on the approved down payment process and the chain of receipts. Do not change these factors on the fly without full testing.

Fields in the document header

• Deposit requirement: Amount that is requested or expected in the process.
• Deposit amount: Deposit amount already taken into account or paid.
• Remaining amount: Automatically calculated as deposit request minus deposit amount.

Example

An order requires a deposit of 3,000 euros. After payment and recording, the down payment amount is 3,000 euros; the remaining amount is 0. In the final invoice, the down payment item can deduct the amount already paid from the normal benefit amount with a factor of −1.

Secure workflow

1. Use the designated down payment item from the released item template.
2. Check the document type and its factors.
3. Record the requested amount and the down payment made in a comprehensible manner.
4. Check the remaining balance before transferring.
5. Compare the outgoing document, payment and final document as a related chain.
6. Test pressure, tax impact and financial handover with a complete test case.

Check before sharing

• The item is actually marked as a deposit item.
• The document type used has the intended factors.
• The request and deposit amounts match the proof of payment.
• The remaining amount is plausible before the next step.
• The final invoice will offset the deposit exactly once.
• Normal goods items and down payment items are clearly separated.

When it comes to down payments, the whole chain counts. Never just check a single document, but always the request, payment, transfer and final invoice together.

Related topics

1. For specialist users – Use individual modules safely and efficiently › Master data › item templates
2. For specialist users – Use individual modules safely and efficiently › Master data › Price management › Document
3. For specialist users – use individual modules safely and efficiently › Modules › Doc › Document chain
4. For key users – understand and prepare processes › merchandise management › document chain

Frequently asked questions