Active Deposit Report

The Active Deposit Report provides a comprehensive overview of all security deposits currently held within the system. Its primary purpose is to help staff track outstanding funds, identify orphaned deposits without active permits, and manage financial rollovers during sales cycles. This article is intended for OPS-COM administrators.

Setup and Configuration

While the Active Deposit Report is a standard system feature, its accuracy depends on proper permit type configuration and financial mapping.

1. Hover over Permit Management and click Lot Administration.

2. Verify that permit types requiring a deposit have a value populated within the Deposit Amount field.

3. Ensure that your financial department has established a General Ledger (GL) code specifically for deposit accounts to allow seamless reporting between OPS-COM and your external accounting software.

Using this Feature

Administrators can use this report to audit current liabilities and ensure that deposits are appropriately refunded, consumed, or renewed when a user’s parking status changes.

Accessing the Report

1. Hover over Parking Management and click Reports then Active Deposit Report.

2. Review the resulting Deposit Report By Lot page, which displays a breakdown of deposits categorized by their assigned parking area.

Key Information Displayed

• User Name: The account holder associated with the deposit.

• Permit Number: The specific permit linked to the funds.

• Lot Name: The physical location the deposit is secured against.

• Deposit Amount: The total financial value held by the organization.

• Date Added: The date the deposit was originally paid by the user.

Visual Cues and Status Indicators

• Yellow Highlighting: Indicates deposits that have been rolled over to a new permit cycle but have not yet been fully processed or reconciled.

• Red Highlighting: Indicates "orphaned" deposits where the user no longer has an active permit associated with the funds, or the sales window has closed without action.

Available Action and Button

When a user finishes parking or a permit expires, administrators must manage the physical deposit through the user's profile using one of the following actions:

• Refund: Click this button if the user is finished parking and the deposit item (e.g., physical gate key, transponder, or hangtag) is returned in good standing. This returns the original amount paid back to the user.

• Consume: Click this button when the user is finished parking but the deposit funds are being retained by the organization (e.g., the item was lost, damaged, or not returned).

• Renew: Click this button when a user intends to continue parking but their original deposit was forfeited due to damage or loss. This closes out the previous record and requires a new deposit payment for the upcoming permit period.

Consuming a deposit does not trigger a refund or generate a new charge. It simply moves the funds from a "held" status to an "earned" status for your organization.

Best Practices and Considerations

• Audit regularly: Perform regular monthly audits of the Active Deposit Report to identify orphaned deposits (highlighted in red) and ensure your liability accounts match your physical inventory.

• Establish timeframes: Organizations should establish a clear business rule for the timeframe in which a deposit must be claimed. For example, outline a policy where a deposit is automatically consumed if a permit has been expired for more than 30 or 60 days.

• Check hardware: Always verify the physical condition of hardware (transponders, fobs, or keys) before clicking the Refund button to prevent financial loss to the organization.

• Document actions: Document the reason for consumption in the User Notes section of the user profile whenever a deposit is retained to provide a clear, historical audit trail.