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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:

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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.