Customer Deposits

A complete guide to collecting, applying, refunding, and accounting for customer deposits.

Overview

A customer deposit is an advance payment collected when a customer drops off a device for repair. Deposits reduce the customer's outstanding balance when the final invoice is issued. ExpeDite tracks deposits separately so your books stay accurate under MFRS 15 (Revenue from Contracts with Customers).

Key principle: A deposit is not revenue. It is a liability (money you owe the customer in goods/services) until you apply it to a completed invoice.

Collecting a deposit

During jobsheet creation

Create a new jobsheet (intake form).
Fill in customer and device details as usual.
In the Deposit field, enter the deposit amount. This is typically a portion of the estimated repair cost.
Select the payment method (cash, card, bank transfer, e-wallet).
Save the jobsheet. The deposit is recorded immediately and a receipt can be printed or shared.

After jobsheet creation

Open the jobsheet and go to the Financial tab.
Click Collect Deposit.
Enter the amount and payment method.
Save. The deposit appears in the device's financial summary.

Multiple deposits: You can collect more than one deposit on the same device. Each deposit is recorded separately and all are applied when the invoice is paid.

Applying deposits to an invoice

Automatic application

When you create an invoice from a jobsheet that has deposits, ExpeDite automatically applies the deposit amount to reduce the invoice balance. The customer only needs to pay the remaining amount.

For example:

Repair cost: RM 200
Deposit collected: RM 50
Remaining balance: RM 150

Manual application

If a deposit was not automatically linked (e.g. the deposit was collected on a different device for the same customer), you can manually apply it:

Open the invoice.
Click Apply Deposit.
Select from the customer's available (unapplied) deposits.
Confirm. The invoice balance updates immediately.

Viewing deposits

You can see a customer's deposit history in several places:

Jobsheet → Financial tab — deposits linked to that specific device.
Customer profile → Held Deposits — all unapplied deposits for that customer across all devices.
Cash Drawer — deposit transactions appear as incoming entries.

Refunding a deposit

If the customer cancels the repair or wants their deposit back:

Open the jobsheet and go to the Financial tab.
Find the deposit entry and click Refund.
Select the refund method (cash, bank transfer, etc.).
Confirm. A refund transaction is created and the deposit is marked as refunded.

Already-applied deposits cannot be refunded directly. If the deposit has already been applied to a paid invoice, you need to issue a credit note first, then process the refund.

Deleting a deposit

You can delete a deposit only if it has not been applied to any invoice. This is typically used to correct a data-entry mistake (wrong amount, duplicate entry).

Open the jobsheet → Financial tab.
Click the delete icon on the deposit entry.
Confirm deletion. The cash drawer entry is also removed.

Applied deposits cannot be deleted. Once a deposit has been applied to an invoice, it becomes part of the payment record. Use a refund instead.

Accounting treatment

ExpeDite follows MFRS 15 for deposit accounting. Here's how deposits flow through the books:

When a deposit is collected

Account	Debit (DR)	Credit (CR)
Cash / Bank	RM 50
Customer Deposits (Liability)		RM 50

The cash increases, but revenue is not recognized. The deposit sits as a liability — you owe the customer RM 50 worth of service.

When the deposit is applied to an invoice

Account	Debit (DR)	Credit (CR)
Customer Deposits (Liability)	RM 50
Revenue		RM 50

The liability is cleared and revenue is recognized — the service has been delivered.

When a deposit is refunded

Account	Debit (DR)	Credit (CR)
Customer Deposits (Liability)	RM 50
Cash / Bank		RM 50

Both the liability and cash are reduced. No revenue was ever recognized, so no reversal is needed.

Last updated: 1 August 2026