> ## 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.

# Collecting a Deposit

> Recording deposit receipt — payment methods, DEPR receipt generation, and audit tracking.

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**.

## Recording deposit collection

<Steps>
  <Step title="Open the deposit">
    From the Deposits list. The deposit should be in **Pending** status (created automatically when the quote was accepted).
  </Step>

  <Step title="Click 'Collect Payment'">
    A side panel opens with the deposit amount pre-filled.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Pick the payment method">
    Bank Transfer, Cash, PromptPay, Credit Card, Cheque, or Other.
  </Step>

  <Step title="Add the reference">
    Bank slip number, transaction ID, or receipt number.
  </Step>

  <Step title="Set the collection date">
    Defaults to today. Edit if money came in earlier.
  </Step>

  <Step title="Attach proof (optional)">
    Upload a screenshot of the bank slip or PromptPay confirmation.
  </Step>

  <Step title="Save">
    The deposit moves to **Held** status and a deposit receipt is generated.
  </Step>
</Steps>

## Payment methods

Deposit collection supports the same methods as invoice payments:

| Method        | When to use                                   |
| ------------- | --------------------------------------------- |
| Bank Transfer | Customer transferred via online banking       |
| Cash          | Paid in person                                |
| PromptPay     | Customer scanned the deposit QR in the portal |
| Credit Card   | If you accept cards via your own merchant     |
| Cheque        | Cheque number goes in the reference field     |
| Other         | Anything else                                 |

## 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

## 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.

## 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:

<Steps>
  <Step title="Open the deposit">
    Click the DEPR receipt in the Documents tab.
  </Step>

  <Step title="Click 'Send to Client'">
    Email composer opens with the receipt attached.
  </Step>

  <Step title="Send">
    Customer receives the DEPR PDF.
  </Step>
</Steps>

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

## Editing or voiding a collection

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

<Steps>
  <Step title="Open the DEPR receipt">
    From the deposit's Documents tab.
  </Step>

  <Step title="Click 'Void'">
    Provide a reason (required).
  </Step>

  <Step title="Confirm">
    The DEPR is voided, the deposit returns to **Pending**, and you can re-record the collection correctly.
  </Step>
</Steps>

Voided DEPR receipts stay in the system for audit purposes — they don't disappear. They show with a "VOID" stamp and the reason.

<Tip>
  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.
</Tip>