Take a deposit on a job

A deposit is money the customer pays before the work is done: for a part you must buy, or for a big job. Kila holds it on the customer’s account against the job, and when they collect, it comes off what they owe.

Before you start

• Deposits on jobs is on in Job settings (it is for most workshops).
• The job has the customer on it.

Steps

1. Open the board at the till

   On the till, Job board is open. Tap Board to see the columns, and type the job number in “Search number, item, customer”. On the Job board page itself, the steps are the same.

2. Open the job's menu and tap Take a deposit

   Tap … on the job, then Take a deposit. Deposit on the job opens: “Held on the customer’s account and used when the job is collected.”

3. Choose how they pay

   Tap Cash, M-Pesa, Card or Bank. For M-Pesa, the button becomes Send M-Pesa prompt: “The customer confirms with their M-Pesa PIN.” You can also type the M-Pesa code from their message instead. Until Kila’s M-Pesa connection is live (Integrations and API says Prompts not connected), Kila sends no prompt and says “M-Pesa prompts are not connected to Safaricom yet”: type the code instead. See Take M-Pesa.

4. Type the amount

   Type the deposit under Amount. If your business has a Suggested deposit in Job settings, Kila fills in that share of the estimate for you.

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5. Tap Record deposit

   Kila says Payment recorded: “KES 2,000.00 received by cash. Receipt …” with the receipt number. Give the customer their receipt.

6. See it on the job

   The job shows the deposit under its value, such as KES 2,000 deposit. When the customer collects, Deposit paid comes off the bill: see Hand a job over and take payment.

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Good to know

A deposit is recorded with who took it, against the customer’s account. Taken by someone with a till shift open at the job’s branch, it goes on that shift: cash in the cash Kila expects in the drawer, M-Pesa and card in their totals. When the job is paid at collection, the deposit comes off the bill and is not counted again.

What if

There is no Take a deposit in the menu

The job has no customer on it, or it has already been collected, or your business has Deposits on jobs off in Job settings. A manager can switch it on.

The customer pays a deposit at each stage of a big job

Jobs at a customer’s site, such as an installation, can be paid in stages with a part held back to a date. See Tell the customer you are on the way for site jobs.

Related

• The job board: the job’s menu.
• Get an estimate approved: agree the price before the deposit.
• Hand a job over and take payment: where the deposit comes off.