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Active Deposit Report

heThe Active Deposit Report provides OPS-COM administrators with a comprehensive overview of all security deposits currently held within the system. ThisIts reportprimary purpose is designed 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.configuration and financial mapping.

    1. EnsureHover over Permit Management and click Lot Administration.

    2. Verify that permit types requiring a deposit have thea Deposit Amount fieldvalue populated within Permitthe ManagementDeposit andAmount Lot Administration.field.

    3. VerifyEnsure that your financial departmentsdepartment havehas established a General Ledger (GL) Codecode specifically for deposit accounts to ensureallow seamless reporting between OPS-COM and your external accounting software.

    4. Instructions for initial permit setup can be found on the Permit Configuration page.

Using this Feature

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

Accessing the Report

  1. Hover over Parking Management inand theclick mainReports navigationthen menu.Active Deposit Report.

  2. ClickReview Reports.

    the

  3. Click Active Deposit Report.

  4. Theresulting Deposit Report By Lot pagepage, willwhich load, displayingdisplays 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

To assist with quick auditing, the report uses specific color-coding to highlight records requiring attention:

  • 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.

KeyAvailable InformationAction Displayedand Button

  • 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 value held by the organization.

  • Date Added: When the deposit was originally paid.

 

 

Managing Active Deposits

When a user finishes parking or a permit expires, administrators must manage the physical deposit through the Useruser's Profile.profile Thereusing areone three primary methods for handling these funds:

Refunding

Useof the Refundfollowing actionactions:

  • Refund: Click this button if the user is finished parking and the deposit item (e.g., a physical gate keykey, transponder, or hangtag) is returned in good standing. This returns the original amount paid back to the user's initial payment method or via a manual check.user.

    Consuming

  • TheConsume: ConsumeClick actionthis is usedbutton when the user is finished parking but the deposit funds are being retained by the organization.organization This(e.g., isthe commonitem when:

    was
      lost,
    • damaged,

      The user didor not return the deposit item.returned).

    • TheRenew: itemClick this button when a user intends to continue parking but their original deposit was returnedforfeited damageddue to damage or notloss. inThis goodcloses standing.

    • The user lostout the item.previous record and requires a new deposit payment for the upcoming permit period.

    Note: Consuming a deposit does not trigger a refund or generate a new charge;charge. itIt simply moves the funds from a "held" status to an "earned" status for theyour organization.

    Renewing

    The Renew action is used when a user intends to continue parking but their original deposit has been forfeited due to damage or loss. This allows the administrator to require a new deposit payment for the upcoming permit period while closing out the previous record.

    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. OrganizationsFor shouldexample, decideoutline ifa 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 selectingclicking the Refund button to prevent financial loss.loss to the organization.

    • Document actions: Document the reason for consumption in the User Notes section of the Useruser Profileprofile whenever a deposit is not returnedretained to provide a clearclear, historical audit trail for the customer.trail.

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