Deposits Overview - JingjaiOps

A security deposit is refundable money the customer pays before equipment goes out. It sits with you for the duration of the rental and is returned (or partially deducted) when equipment comes back inspected.

Why deposits are VAT excluded

Under Thai VAT rules (Revenue Code Section 79), VAT is calculated on the value of goods or services supplied. A security deposit is not consideration for goods or services — it’s collateral. Since:

The deposit is held, not earned
It is fully refundable on a clean return
Only a damage deduction (which is a separate VATable transaction) realizes any of it as revenue

…the deposit itself is outside the scope of VAT. JingjaiOps automatically excludes deposits from VAT calculations on quotes and invoices. If a deposit is partially or fully forfeited due to damage, JingjaiOps prompts you to issue a separate Tax Invoice for the forfeited amount — that portion is treated as taxable income.

The Deposits dashboard

The Deposits module gives you a real-time view of all deposit activity:

Metric	What it shows
Total Held	Sum of all deposits currently in your possession
Pending	Deposits requested but not yet collected
Collected (this month)	Deposits received in the current month
Returned (this month)	Deposits returned in the current month

Below the metrics, the deposit list shows every deposit — held, returned, and pending — with filters for status, customer, date, and job.

Deposit list

The list shows these columns:

Column	What it shows
Number	Deposit number, format `DEP-YYYY-NNNN`
Customer	Customer name
Job	Linked job number (if any)
Amount	Deposit amount in THB
Collected	Date the deposit was received
Status	Pending / Held / Partially Returned / Returned / Forfeited
Returned	Date and amount returned

Statuses

Status	Meaning
Pending	Deposit requested but not yet collected
Held	Money received and sitting with you
Partially Returned	Some money returned, some retained for damage
Returned	Full deposit returned to the customer
Forfeited	Full deposit kept due to damage or loss

Deposit number format

Deposits use the format DEP-YYYY-NNNN:

DEP — deposit prefix (configurable in Settings → Business Settings)
YYYY — the year the deposit was created (when the quote was accepted)
NNNN — sequential, zero-padded to 4 digits, resets each year

The number is assigned the moment the quote is accepted (since that’s when the deposit is requested). Even if collection takes a few days, the deposit number is stable.

How deposits relate to quotes and jobs

Quote     →   Deposit Request   →   Deposit Collected  →   Job runs   →   Deposit Returned
QT-2026-  →   DEP-2026-NNNN     →   DEPR-2026-NNNN     →   JOB-...    →   DEPRR-2026-NNNN
NNNN          (Pending)             (Held)                              (Returned)

A single quote has at most one deposit. A single job has at most one deposit (inherited from the quote). If you want to ask for an additional deposit mid-job (rare — usually for extensions of high-value rentals), create a separate manual deposit on the job.

Common actions

Action	Where
Collect a deposit	Deposit detail → Collect Payment
Generate a deposit request PDF	Deposit detail → Send Request
Return a deposit	Deposit detail → Return Deposit
Forfeit a deposit	Deposit detail → Forfeit (with reason)
Partially deduct	Deposit detail → Partial Return

​Why deposits are VAT excluded

​The Deposits dashboard

​Deposit list

​Statuses

​Deposit number format

​How deposits relate to quotes and jobs

​Common actions

​Next steps

Collect a deposit

Return a deposit