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Manage Deposit Types

The Manage Deposit Types feature allows administrators to define and manage various categories of deposits, such as those required for permits, equipment, or specific services. Its primary purpose is to accurately track refundable amounts, provide clear financial oversight, and ensure proper accounting for deposited funds within the system. This article is intended for OPS-COM administrators responsible for financial configurations and managing user deposits.

Setup and Configuration

This feature is a core administrative tool used to establish financial deposit requirements within the system.

Admin Side: Administrators must have the appropriate system role permissions enabled to access the payments configuration menus and manage the list of deposit types.

Using this Feature

Administrators can use the following instructions to navigate the management interface to seamlessly add, edit, or delete various deposit types.

Accessing the Management Interface

  1. Hover over System Configuration, click Payments, then Manage Deposit Types.

Adding a Deposit Type

  1. Click the Add Deposit Type button.

  2. Enter a descriptive identifier in the Label field (e.g., Permit Deposit or Key Fob Deposit).

  3. Enter prompt instructions in the Placeholder Text field if desired. This optional text appears in the deposit information text field to guide administrators when creating a deposit record.

  4. Enable or disable the Flags toggle. This controls the ability to edit the Assignable Text field in the resulting active deposit record, which will appear in the user's profile associated with the deposit.

  5. Enter the required monetary value in the Amount field.

  6. Enable the Active checkbox to ensure the deposit is currently available to be assigned.

  7. Click the Save Changes button.

Editing a Deposit Type

  1. Locate the specific deposit type you wish to modify in the list.

  2. Click the Edit button next to the entry.

  3. Make any necessary changes to the configuration fields.

  4. Click the Save Changes button to apply your updates.

Deleting a Deposit Type

  1. Locate the specific deposit type you wish to remove from the list.

  2. Click the Delete button next to the entry.

A deposit type can only be deleted if there are absolutely no records currently associated with it in the system. The Delete button will not be visible if the deposit type is actively in use or linked to past transactions. This restriction prevents financial data inconsistencies.

Best Practices and Considerations

  • Use clear labeling: Use descriptive labels for your deposit types. Utilizing clear names like Annual Permit Deposit or Visitor Pass Deposit ensures immediate clarity for both administrators reviewing accounts and users paying the fees.

  • Utilize placeholder text: Utilize the Placeholder Text field to provide clear instructions or examples for administrators. This helps guide staff members and standardizes data entry when they are manually creating deposit records.

  • Understand the flags setting: Use the Flags setting for Assignable Text to add specific, customizable notes to individual deposit records. This flexibility allows administrators to append unique details per transaction directly onto the user profile.

  • Ensure financial reconciliation: Accurately tracking deposit types is crucial for financial reconciliation. Proper configuration ensures all refundable amounts are reliably managed and easily audited by your accounting team.

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