> ## 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.

# Returning a Deposit

> Returning a deposit after job close — full return, partial deduction, and forfeit.

When a job closes and inspection is complete, the next step is returning the deposit. This is the moment of truth for the customer — clean returns get the deposit back; damage means a deduction.

## Returning a deposit

<Steps>
  <Step title="Open the deposit">
    From the Deposits list, or from the closed job's detail panel.
  </Step>

  <Step title="Click 'Return Deposit'">
    A return panel opens with options.
  </Step>

  <Step title="Choose return type">
    **Full Return**, **Partial Return**, or **Forfeit**.
  </Step>

  <Step title="Enter the return amount">
    For Full: pre-filled with the deposit total. For Partial: enter what you're refunding. For Forfeit: amount is 0.
  </Step>

  <Step title="Pick the refund method">
    Bank Transfer, Cash, PromptPay, or Other.
  </Step>

  <Step title="Add a return reference">
    Bank slip number for the refund transfer, or "Cash, in person".
  </Step>

  <Step title="Add a note (required for partial/forfeit)">
    Explain the deduction reason. This appears on the customer's receipt.
  </Step>

  <Step title="Save">
    A DEPRR receipt is generated and the deposit status updates.
  </Step>
</Steps>

## Return types

### Full return

Return the entire deposit to the customer. The deposit moves to **Returned** status.

Use when the equipment came back in good condition with no damage or missing items.

### Partial return

Return some of the deposit, retain the rest. The deposit moves to **Partially Returned** status.

Use when there was damage or missing items. Common deductions:

* Broken or missing accessory: deduct replacement cost
* Cleaning charge: deduct a flat fee
* Late return: deduct a per-day surcharge

The customer sees both amounts on the receipt — what was kept and what was returned, with the reason.

### Forfeit

Keep the entire deposit. The deposit moves to **Forfeited** status. No money is returned.

Use only when the damage or loss exceeds the deposit amount. (For damage above the deposit value, you also need to invoice the customer for the excess — read below.)

## DEPRR receipt generation

A **Deposit Return Receipt** is generated when you save the return: `DEPRR-YYYY-NNNN`.

* `DEPRR` — deposit return receipt prefix (configurable)
* `YYYY` — year
* `NNNN` — sequence per year

The DEPRR PDF includes:

* DEPRR number and date
* Reference to the original deposit number (`DEP-YYYY-NNNN`) and the original DEPR
* Original deposit amount
* Amount returned
* Amount deducted (if partial or forfeit) with reason
* Refund method and reference
* Customer's signature line if you want them to acknowledge receipt of the refund

## Who returned and when

Every deposit return logs:

* **Returned by**: the staff user who processed the return
* **Returned at**: timestamp
* **Method**: how the refund was paid
* **Reference**: bank slip number for the outbound transfer

This audit trail is on the deposit detail and on the DEPRR receipt.

## Damage exceeding the deposit

If damage costs more than the deposit you're holding:

<Steps>
  <Step title="Forfeit the deposit">
    The full amount is kept toward the damage cost.
  </Step>

  <Step title="Issue a separate damage invoice">
    Create a manual invoice on the job for the additional amount above the deposit.
  </Step>

  <Step title="Issue a Tax Invoice">
    The forfeited deposit and the additional damage invoice are both taxable. Generate the Tax Invoice covering both.
  </Step>

  <Step title="Notify the customer">
    Send the damage invoice and Tax Invoice along with the DEPRR (showing forfeit). Be specific about the damage and the cost calculation.
  </Step>
</Steps>

This is a sensitive moment — be clear, factual, and have photos and the AI Job Report ready in case the customer disputes.

## Returning to the customer's portal

The DEPRR receipt automatically shows in the customer's portal under their **Receipts** tab. The deposit section also updates:

| Before return | After full return | After partial return                                     |
| ------------- | ----------------- | -------------------------------------------------------- |
| Held: ฿20,000 | Returned: ฿20,000 | Returned: ฿15,000<br />Retained: ฿5,000 (cracked filter) |

For partial returns and forfeits, the reason text from your note is visible to the customer. Be professional in what you write — assume the customer will read it.

## Editing or voiding a return

If you record a return incorrectly (wrong amount, wrong reason):

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

  <Step title="Click 'Void'">
    Provide a reason. The deposit returns to **Held** so you can re-record.
  </Step>

  <Step title="Reverse the bank transfer if needed">
    If you actually moved money, you'll need to claw it back manually.
  </Step>
</Steps>

Voided DEPRR receipts are kept in the audit log.

<Tip>
  Aim to return deposits within 5 business days of job close. Slow deposit returns are the single most common customer complaint in the rental business — fast, transparent returns are the cheapest customer-loyalty win you have.
</Tip>