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Documentation Index

Fetch the complete documentation index at: https://docs.jingjaiops.com/llms.txt

Use this file to discover all available pages before exploring further.

Once a customer has paid the security deposit (via PromptPay, transfer, or in person), you record the collection in JingjaiOps. This generates a deposit receipt and moves the deposit’s status from Pending to Held.

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Recording deposit collection

1

Open the deposit

From the Deposits list. The deposit should be in Pending status (created automatically when the quote was accepted).
2

Click 'Collect Payment'

A side panel opens with the deposit amount pre-filled.
3

Enter the actual amount received

Usually the full amount. If the customer paid only part, enter the partial amount and the deposit stays Partially Held.
4

Pick the payment method

Bank Transfer, Cash, PromptPay, Credit Card, Cheque, or Other.
5

Add the reference

Bank slip number, transaction ID, or receipt number.
6

Set the collection date

Defaults to today. Edit if money came in earlier.
7

Attach proof (optional)

Upload a screenshot of the bank slip or PromptPay confirmation.
8

Save

The deposit moves to Held status and a deposit receipt is generated.

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Payment methods

Deposit collection supports the same methods as invoice payments:
MethodWhen to use
Bank TransferCustomer transferred via online banking
CashPaid in person
PromptPayCustomer scanned the deposit QR in the portal
Credit CardIf you accept cards via your own merchant
ChequeCheque number goes in the reference field
OtherAnything else

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DEPR receipt generation

When you save the collection, a Deposit Receipt is generated automatically with number DEPR-YYYY-NNNN:
  • DEPR — deposit receipt prefix (configurable)
  • YYYY — year
  • NNNN — sequence per year
The DEPR number is separate from regular receipts (RC-) and pre-payment receipts (PREREC-). This separation makes accounting reconciliation straightforward — your books distinguish deposit collections from rental revenue. The DEPR PDF includes:
  • Deposit receipt number and date
  • Reference to the deposit number (DEP-YYYY-NNNN) and the quote/job
  • Customer details
  • Amount received
  • “Refundable Security Deposit — Not Subject to VAT” stated clearly
  • Payment method and reference
  • Your business signature line

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Who collected and when

Every deposit collection logs:
  • Collected by: the staff user who recorded the collection
  • Collected at: the timestamp
  • Method: how the deposit was received
  • Reference: the bank slip / transaction ID
This audit trail is on the deposit detail screen and on the DEPR receipt itself. It’s important for two reasons:
  1. Accountability — you know who took the deposit and when, in case of dispute.
  2. Reconciliation — when you check your bank statement, the reference matches the DEPR.

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Sending the DEPR to the customer

The customer’s portal automatically shows the DEPR receipt the moment it’s issued. You don’t have to send it separately, but you can:
1

Open the deposit

Click the DEPR receipt in the Documents tab.
2

Click 'Send to Client'

Email composer opens with the receipt attached.
3

Send

Customer receives the DEPR PDF.
For Thai customers, the DEPR is bilingual with Thai labels first.

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Editing or voiding a collection

If you record a deposit collection by mistake (wrong amount, wrong method):
1

Open the DEPR receipt

From the deposit’s Documents tab.
2

Click 'Void'

Provide a reason (required).
3

Confirm

The DEPR is voided, the deposit returns to Pending, and you can re-record the collection correctly.
Voided DEPR receipts stay in the system for audit purposes — they don’t disappear. They show with a “VOID” stamp and the reason.
When the customer pays both the rental balance and the deposit in a single transfer, record the deposit and the regular payment separately. JingjaiOps splits the money correctly across DEPR (deposit) and RC (revenue) — each gets its own receipt with its own reference but the same bank slip number is fine.