Refundable Security Deposit Process without a Credit Card Processor

A Security Deposit taken without a credit card processor (not via Tripleseat Tripleseat Payments, Stripe, Fiserv, or Square) requires adding two sections to the Billing Widget and following the steps below.

Ensure the Billing Widget is Correct

Place the dollar amount in both sections (one above the line and one after). This may already be set up as the default for your Billing Widget. If not, follow these steps:

1. Go to the event > Docs tab.
2. Click into the Contract & Event Order > scroll to the Billing Widget.
3. Click on Add a Row > Billing Detail.
4. Give it a name and enter the dollar amount.
5. Click the three dots to the right. Choose the Refundable Security Deposit option under the 'Apply to Billing Detail' dropdown if there is one. Otherwise, leave the dropdown as All.
6. Below the line, select Add a Field > choose the Refundable Security Deposit option and enter the correct dollar amount. If you do not see an option under the Custom Fields section of the dropdown, you will want to manually add a payment in the Payments tab.

Collect Payments

Make sure all payments are marked as Paid in the Payments tab before continuing the process. Start by confirming that the deposit was paid by a method other than credit card or ACH. In the Payments tab, you should see that the Total Outstanding amount is $0, but the Grand Total will be inflated by the amount of the refundable payment.

Reflect Refund

Go back to the Billing Widget once you are ready to track the refund. Enter 0, or the amount you kept from the deposit, for the Amount to the right of the Refundable Security Deposit section above the line. We also suggest adding verbiage to this line noting the refunded amount, such as fully refunded or partially refunded $250.

Create Negative Payment

Navigate back to the Payments tab to add a negative payment (the amount that was refunded) and mark it as Paid by a method other than credit card or ACH. Once that negative payment is marked as Paid, the Total Outstanding amount will drop back to $0, and the event will be reconciled.

The video below provides a visual of how this process works: