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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.

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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.

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The Deposits dashboard

The Deposits module gives you a real-time view of all deposit activity: Below the metrics, the deposit list shows every deposit — held, returned, and pending — with filters for status, customer, date, and job.

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Deposit list

The list shows these columns:

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Statuses

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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.

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How deposits relate to quotes and jobs

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.

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Common actions

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Next steps

Collect a deposit

Record deposit receipt with method and reference.

Return a deposit

Refund full or partial after job closes.