Adding/Managing Deposits

If you take in deposits that are either refundable or non-refundable, you can enter and track those deposited funds inside of an Invoice. There are two way this can be done:

Tracking Deposits with Stripe
For users who integrate with Stripe as their payment processor, you will have the option process and track refundable deposits and authorization holds with credit cards. Manually add in the credit card to process deposits or use your Stripe Terminal collect payments and authorized holds. To learn more, check out this step by step guide: 

Manually Track Deposits
For users who use other payment processors, you can track the deposit manually. Once you have entered in a deposit, you have the ability to mark it as refunded or apply it as a payment to the Invoice to which it is attached. You can also track partial refunds and/or apply a portion of a deposit as a payment.

IMPORTANT NOTE: This tool allows for tracking of deposit monies that are taken in outside of the Planning Pod system. We do not permit processing deposits via credit card because this violates the terms of service for our merchant processors and for the credit card companies themselves. If you take in deposits that you intend to refund (or will likely be refunded), we recommend using personal checks or another traceable method of payment for these deposits, which you can then track via our deposits tool.

To Add a Deposit:

1. Use one of these three ways to access the Invoices tool:
   • Click on the "Invoices" tool button on the Event Dashboard.
   • Use the Switch Event tool to select the appropriate Event and the "Invoices" tool.
   • Click on "Invoices" in the main navigation bar.
2. Find the Invoice to which you want to add a deposit and click on it.
3. Find the line items area and click on the "Track Deposit" button.
4. Add the deposit title; date; amount; and descriptive note.
5. Click "Save" when you are finished.

Once a deposit has been added, you can edit or delete it by clicking on the "Deposit Actions" button inside the deposit box.

You can also mark the deposit as refunded or apply it as a payment against the Invoice.

To Mark a Deposit as Refunded:

1. Find the deposit box/area; click on the "Deposit Actions" button; and select the "Refund Deposit to Client" option.
2. Add/edit the date; amount of refund; and refund reason.
3. Click "Save" when you are finished.

Once saved, you can edit or delete the refund.

To Apply a Deposit as a Payment Against the Invoice:

1. Find the deposit box/area; click on the "Deposit Actions" button; and select the "Apply Deposit Towards Amount Owed" option.
2. Add/edit the date; amount to apply; and reason for applying as a payment.
3. Click "Save" when you are finished.
4. The payment will be added to the Invoice in the Invoice total area and will be applied against the balance due.

Once saved you can edit or delete the applied payment.