# Deposits Manager

Deposits Manager adds your deposits to the sale and returns them later. You count the containers that come back, and the app works out the cash to hand over. The tile on the Clover device is named `Deposits`; the same app in a browser is titled **Deposits Manager**.

- Price: $0.99 / month
- Platform: Clover POS (United States and Canada)
- Install: https://www.clover.com/appmarket/apps/W5DW2AFMT29SJ
- Manual: https://howto.payplaxe.com/en/deposit-manager.html

## How it works

1. **A deposit is a template** — Name, amount and colour, entered on `Enter deposits params`. Created once, reused on every sale.
2. **It travels with the item** — Deposits are added to items **as modifiers** or **as custom items**. Custom items is the default. In modifiers mode the app writes into your Clover inventory: it creates a hidden modifier group named `DepositManager` and keeps one modifier per deposit inside it.
3. **In custom items mode the cashier confirms** — Nothing is added while the order is built. When the payment screen opens, the app asks `Add deposits?` and, on `Add deposit`, puts one line for the whole order on it. Settings row 4.3 `Automate deposits` adds it without asking; row 4.4 `Separate deposits` gives each template its own line.
4. **Returns are counted** — On the DEPOSITS tab you count returned containers with + and −, or tap the number to type a quantity. The red bar shows the cash to hand back. The same counting screen opens in the Clover Register when the cashier taps the deposit tender.
5. **Money in and money out stay apart** — The app's own reports show applied deposits and returned deposits as two separate totals, so you can read them apart from your Clover sales report. On the order itself the deposit is a normal line item or modifier, so it is still part of the Clover order total.
6. **A deposit is not revenue** — The money is held for the customer and goes back when the container does. Keep that in mind when you reconcile the day and when you talk to your accountant.

## What it does

- **Deposit templates** — Name, amount and colour for each type of deposit, plus the items it is attached to.
- **Modifier or custom item** — Choose whether deposits are added to items **as modifiers** or **as custom items**. Custom items is the default. Modifiers mode creates a hidden modifier group named `DepositManager` in your Clover inventory.
- **Counters and cash return** — Count returned containers with `+` and `−`, then hand the total back with `RETURN CASH`. The money leaves the Clover cash drawer.
- **Reports** — `Applied Deposits` and `Returned Deposits`, each over a date range with a total. `Export` builds a report link and mails it.
- **Tender button in the Register** — The deposit tender opens a return screen inside the Clover Register. The cashier counts the containers, then `APPLY AS PAYMENT` pays the order down by that amount, or `REMOVE CASH` takes the money out of the drawer. You set the button name in Settings.
- **Receipts** — One switch, `Print returned deposits on receipts`. It adds the deposits returned on the Register tender screen to that order's receipt.
- **Employee restrictions** — Per employee: `Add/remove cash`, `Issue a payout` and `Edit templates`.
- **The same screens in a browser** — [deposits.payplaxe.com](https://deposits.payplaxe.com) opens Deposits, Reports and Settings with `Login via Clover`. It is the same app you already have on Clover — the setup side of it, with nothing extra to buy. Counting containers and returning cash stay on the Clover POS.

## First setup

1. Open **Deposits Manager** (the tile on the device is named `Deposits`).The tabs are `DEPOSITS`, `REPORTS` and `SETTINGS`.
2. Open `SETTINGS` and set `Tender Button Name` in row 1.That is the button the cashier taps in the Register to give deposits back.
3. Choose in row 4 whether deposits are added **as modifiers** or **as custom items** and keep to that choice.Rows 4.1 to 4.4 only appear in custom items mode.
4. Go back to the `DEPOSITS` tab, tap `EDIT` then `+` to open `Enter deposits params` and create your first deposit: `Enter name`, `Enter amount`, `Select items`, `Color`, then `SAVE`.
5. Check row 4.2 `Apply taxes to deposit item` and row 3 `Payout Settings`.Tax on the deposit line is on by default, and Payout Settings decides whether `APPLY AS PAYMENT` also takes the cash out of the drawer.
6. Use `EDIT` on the DEPOSITS tab whenever you need to rename a deposit or change its amount.
7. Sell one item and check the order.In custom items mode confirm `Add deposits?` on the payment screen; in modifiers mode the deposit is already on the item.

> Modifiers keep the deposit attached to the item; custom items give it a separate line. Mixing both makes reports hard to read.

## Setup scenarios

### Bottle deposits added to the sale

Every bottle sold carries a deposit that must appear on the order.

1. Open **Deposits** → `SETTINGS` and set `Tender Button Name` in row 1.
2. Choose in row 4 whether deposits are added **as modifiers** or **as custom items**.
3. Open the `DEPOSITS` tab, tap `EDIT`, then `+`, and fill in `Enter deposits params`: `Enter name`, `Enter amount`, `Select items`, `Color`, then `SAVE`.
4. Check row 4.2 `Apply taxes to deposit item`. It is on by default, so the deposit line is taxed like a normal item.
5. Sell a bottle in the Register. In custom items mode the dialog `Add deposits?` appears when the payment screen opens: tap `Add deposit`. In modifiers mode the deposit is attached to the item as soon as the item is added.

> Modifiers mode writes into your Clover inventory. It creates a hidden modifier group named `DepositManager`, keeps one modifier per deposit inside it and deletes the modifiers in that group that no open order uses. Custom items leave the inventory alone. Pick one convention and stay with it, reports are easier to read.

### Returning containers for cash

The customer brings back six bottles and expects the deposit back.

1. Open the `DEPOSITS` tab.
2. Find the deposit template and tap `+` once per returned container, or tap the number and type the quantity.
3. Check the total on the red `RETURN CASH` bar. If you counted too many, use `−` before you confirm.
4. Tap the bar, read the amount in the confirmation and leave `Open register` ticked if the cash drawer should open.
5. Tap `REMOVE CASH`. The cash is removed from the Clover drawer and logged as a returned deposit. The app has no undo for it.
6. The `Cash removed` dialog then offers `Print Receipt` if the customer wants a slip.

> A return made on this tab belongs to no order, so it never prints on a sale receipt. Only the returns made on the Register tender screen do.

### Giving the deposit back during a sale

The customer returns containers while paying for new goods.

1. Build the order in the Clover Register and open the payment screen.
2. Tap the deposit tender button. Its name is the one set in row 1 of Settings.
3. Count the returned containers with `+` and `−`. The red bar shows `RETURN AMOUNT` with the counted total.
4. Tap the bar, then `APPLY AS PAYMENT` to pay this order down by that amount, or `REMOVE CASH` to take the money out of the drawer.
5. If the return is larger than the order, the app shows `Change` with the difference to hand over.

> `APPLY AS PAYMENT` also removes that cash from the drawer while row 3 `Payout Settings` is `Remove cash after payouts`, which is how the app is installed. Check row 3 before the shift.

### Reconcile deposits at the end of the day

Deposits collected and deposits returned should both be visible.

1. Open the `REPORTS` tab.
2. Open `Applied Deposits`, set the two date fields and read the `Total:` bar.
3. Open `Returned Deposits` and do the same.
4. `Export` builds a report link on the server. The dialog shows it as a QR code, and `Send via Email` sends it to the address you type. Nothing is saved on the device.
5. Use `Restrictions` to limit who may hand deposits back if the numbers do not add up.

## Deposits tab

| Control | What it does |
|---|---|
| Deposit card | Name and amount of the deposit; the colour stripe is the one you picked. |
| + / − and counter | Counts the containers a customer is returning right now. Tap the number to type a quantity. |
| RETURN CASH | Opens the confirmation with the counted total and an `Open register` tick. `REMOVE CASH` takes that cash out of the Clover drawer, records a returned deposit and then offers `Print Receipt`. The app has no undo for it. |
| EDIT | Switches the list to editing mode. |
| Tabs | DEPOSITS · REPORTS · SETTINGS. |

## Edit mode

| Control | What it does |
|---|---|
| ⋮ menu | Edit or delete a deposit template. |
| + button | Adds a new deposit template. |
| CLOSE | Leaves editing mode and returns to counting. |

## Enter deposits params (template editor)

| Control | What it does |
|---|---|
| Enter name | The template name. It reaches the order line and the applied deposits record in modifiers mode, or in custom items mode when row 4.4 `Separate deposits` is on. Otherwise the order carries one line named by row 4.1 `Deposit Item Name`, which is `Deposit` until you change it. |
| Enter amount | The deposit value collected per item. |
| Select items | The products this deposit is attached to. The button shows how many are selected. |
| Color | Helps the cashier pick the right deposit quickly. |
| SAVE | Saves the template. |

## Return screen in the Clover Register

Opens from the payment screen when the cashier taps the deposit tender button.

| Control | What it does |
|---|---|
| Deposit rows | The same templates as the Deposits tab, each with `+` and `−`. |
| RETURN AMOUNT | The red bar with the counted total. Tap it to open the confirmation. |
| APPLY AS PAYMENT | Pays this order down by the counted amount. It also removes that cash from the drawer while `Payout Settings` is `Remove cash after payouts`. |
| REMOVE CASH | Takes the counted amount out of the Clover drawer and records a returned deposit. |
| Open register | Ticked by default. Decides whether the cash drawer opens. |
| Change | Shown when the return is larger than the order total. It is the cash to hand over. |
| CANCEL | Closes the screen without returning anything. |

## Reports tab

| Control | What it does |
|---|---|
| Applied Deposits | Deposits collected on paid orders. Columns: Date, Amount, Type, Order, Details. |
| Returned Deposits | Deposits handed back. Columns: Date, Amount, Reason, Order, Details. |
| Date fields | The two fields at the top of the table. They set the period the table covers. |
| Open | In the Order column. Opens that order in Clover. |
| Details | The info icon opens one record and offers `Print Receipt`. |
| Total: | The bar at the bottom. It sums the rows shown. |
| Export | Builds a report link on the server. The dialog shows it as a QR code and `Send via Email` sends it to the address you type. Nothing is downloaded to the device. |

## Settings tab

Rows 4.1 to 4.4 only appear while the app is set to custom items.

| Control | What it does |
|---|---|
| 1 Tender Button Name | The name of the deposit tender button in the Clover Register. It can only be changed on the device. |
| 2 Print returned deposits on receipts | Adds the deposits returned on the Register tender screen to that order's receipt. Returns made on the Deposits tab belong to no order and never print. |
| 3 Payout Settings | `Remove cash after payouts` or `Don't remove cash after payouts`. It decides whether `APPLY AS PAYMENT` also takes the cash out of the drawer. |
| 4 Use modifiers / Use custom items | How deposits are added to items. Custom items is the default. Modifiers mode maintains a hidden `DepositManager` modifier group in your Clover inventory. |
| 4.1 Deposit Item Name | The name of the single deposit line in custom items mode. It is `Deposit` until you change it. |
| 4.2 Apply taxes to deposit item | On by default. The deposit line is taxed like a normal item. |
| 4.3 Automate deposits | Adds the deposits on the payment screen without asking. Off by default, so the cashier answers `Add deposits?`. |
| 4.4 Separate deposits | Each deposit template becomes its own line on the order instead of one combined line. |
| 5 Restrictions | Per employee: `Add/remove cash`, `Issue a payout`, `Edit templates`. |
| 6 Open Cash Drawer | This switch is not saved. Whether the drawer opens is decided by the `Open register` tick in the return confirmation, which is on by default. |
| 7 Support | `Contact Us` opens the support options. |
| 8 App version | The installed version of the app. |

## Everyday use

- Selling in custom items mode: the app asks `Add deposits?` when the payment screen opens. Tap `Add deposit` and the deposit line goes on the order.
- Selling in modifiers mode: the deposit is attached to the item as it goes into the order, nothing to press.
- Returning at the counter: open the DEPOSITS tab, tap + once per returned container, check the total, tap RETURN CASH, keep `Open register` ticked if the drawer should open, then confirm with REMOVE CASH. The cash leaves the drawer and the app has no undo for it.
- Returning during a sale: tap the deposit tender on the payment screen, count the containers, then APPLY AS PAYMENT to pay the order down or REMOVE CASH to take the money out of the drawer.
- Correct an over-count with − before confirming.
- At close, open REPORTS and compare Applied Deposits with Returned Deposits.

## Troubleshooting

| Symptom | What to do |
|---|---|
| The deposit does not appear on the order. | In custom items mode it is added only when the payment screen opens, after you confirm `Add deposits?`. It stays off the order if that prompt was cancelled, if `Delete all deposits` was tapped, or if the order is already locked, in which case the app answers `Order is locked for managing`. Otherwise the deposit is not attached to that item, or the app is in the other mode than you expect. |
| A cashier returned cash by mistake. | Open `Restrictions` and remove both `Add/remove cash`, which blocks `REMOVE CASH`, and `Issue a payout`, which blocks `APPLY AS PAYMENT` on the Register tender screen. Removing only one leaves the other way open. The app cannot undo a return that is already logged. |
| The deposit line disappeared from the order. | `Delete all deposits` in the `Add deposits?` dialog removes every deposit line from the order without asking again. Start the payment once more and tap `Add deposit` to put them back. |
| A modifier group named DepositManager appeared in my inventory. | The app creates it while it is set to modifiers, and keeps one modifier per deposit inside it. It is not shown by default in the Register. The app also deletes the modifiers in that group that no open order uses, so do not put your own modifiers in it. In custom items mode the app does not touch the inventory. |
| Deposits appear in sales totals. | They are recorded separately as applied and returned deposits; check the REPORTS tab rather than the Clover sales report. |
| The tender button is missing in the Register. | Open the app and let the DEPOSITS tab load — the tender button is registered each time that tab opens. If you renamed the button in SETTINGS, return to the DEPOSITS tab once so the new name is registered. |
| The app's dialog never appears on the payment screen; Clover shows "Customer is choosing payment method". | Open the Clover **Setup** app → `Payments` and uncheck `Automatically take payment on Connected Device`, so payment is taken on the primary device. |
| Settings cannot be opened or changed. | Sign in with an employee whose Clover role is **Manager** or **Admin**. Some apps also have their own `Restrict access` switch that locks the configuration. |
| The app works erratically, or stops reacting after the device has been idle. | Turn off Battery Saver in the device's Android settings and keep the device online. |
| A change made on one device is not visible on another. | Settings sync through the cloud; give it a minute and make sure both devices have a network connection. |

## FAQ

**What is the difference from Payout Manager?**

Deposits Manager collects money **in** as deposits attached to items. [Payout Manager](payout-manager.html) pays money **out** — refunds, cash drops, lottery payouts.

**Modifiers or custom items — which should I use?**

Custom items is the default: the deposit becomes a line on the order. Modifiers keep the deposit tied to the item, and for that the app creates a hidden modifier group named `DepositManager` in your Clover inventory and maintains the modifiers inside it. Choose one and be consistent.

**Do deposits count as revenue?**

They are recorded separately as applied and returned deposits, so you can see them apart from sales. On the order the deposit is a normal line or modifier, so it is inside the Clover order total.

**Is tax charged on the deposit?**

In custom items mode, yes by default. Settings row 4.2 `Apply taxes to deposit item` is on when the app is installed, so the deposit line is taxed like a normal item. Turn it off if the deposit must not be taxed.

**Can staff be prevented from returning cash?**

Yes, per employee in `Restrictions`. `Add/remove cash` blocks `REMOVE CASH` on the Deposits tab and on the Register tender screen. `Issue a payout` blocks `APPLY AS PAYMENT` on the tender screen. Remove both to stop an employee handing deposits back. `Edit templates` blocks editing the templates.

**Can I do this from a computer?**

Yes. [deposits.payplaxe.com](https://deposits.payplaxe.com) opens the same app in a browser, titled **Deposits Manager**. Sign in with `Login via Clover`: there is no separate password. It carries Deposits, Reports and Settings, so you can create and edit templates, read and export both reports and set the restrictions. What happens at the register stays on the Clover POS: the browser has no counter and no `RETURN CASH` bar, so containers are counted and cash is returned on the device. The tender button name can only be changed on the device, and after you save a template the browser asks you to open the app on the Clover POS so the change reaches it.

**How much does it cost?**

$0.99 per month, with a 30-day free trial.

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