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Transfer a Deposit

Transferring a deposit means using money the customer already paid to settle a specific service. Before the transfer the money waits in the Deposit box and is not revenue; afterwards it counts as paid against that service.

This is the bridge between taking a deposit and a payment: the customer handed over the money earlier, and you are now recording what it was used for.

Step by step​

The Payment tab, the deposit row at mark 7

Illustration of the deposit row and its buttons

  1. Open the customer — go to CRM › Customer Management and click their name to open the customer (patient) profile.
  2. Choose the Payment tab (mark 1 in the picture).
  3. Find the deposit row — the one with the yellow Deposit chip and the two figures Deposit / Outstanding balance (mark 7).
  4. Click the purple button in that row. Do not click the orange one next to it — that is a refund.
  5. Pick the service that will receive the money.
  6. Enter the amount, or press Max to move the whole remaining deposit.
  7. Pick the Branch and check the Payment date.
  8. Click Save. A Transfer deposit row appears and the deposit row's Outstanding balance drops by exactly that amount.
No purple button

The transfer button exists only on a deposit row, not on ordinary payment rows. A deposit that is fully used (Outstanding balance = 0) has nothing left to transfer.

Filling in the window​

The Transfer deposit window with four fields numbered

Illustration of the Transfer deposit window

MarkWhat it isWorth knowing
1. Service ⭑The service that will receive the money. Picked from the customer's services.
2. Enter amount ⭑ + MaxHow much to transfer. Max moves the entire remaining deposit.
3. Branch ⭑The location recording the transaction.
4. Payment dateWhen it is recorded; pre-filled with now.

⭑ = required (outlined in red in the picture).

The window is short because the money is already inside the software — there is no need to ask again for a payment method or an invoice number as when taking the deposit.

Transfer what is owed, do not reach for Max by default

If the deposit is 10 million and the service is only 3 million short, transfer 3 million — the rest of the deposit stays available for the next service. Use Max when the customer wants the whole deposit spent on this service.

After saving​

The Payment table gains a yellow Transfer deposit row, and at the same time:

  • The deposit row's Outstanding balance drops by exactly the amount transferred.
  • The Deposit box at the top of the profile goes down, Paid goes up.
  • The Debt on that service decreases accordingly.

See Financial Information for what each box means.

Transfer is not refund

Transfer (purple) spends deposit money on a service — the money stays with the clinic. Refund (orange minus) gives it back to the customer — the money leaves the till and lands in the Deposit refund box. The two buttons sit side by side, so check the colour.