This article explains how to record a customer prepayment in Blackpurl when a customer deposits funds directly into your dealership's bank account for a future purchase. It applies to dealerships using Accounting Integration. There are two ways to handle this: record the payment as a deposit on a Customer Order (Option 1), or record it as a Store Credit on the Customer Record (Option 2).
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Option 1 involves creating a new Customer Order, taking a deposit against it, and leaving the order open until the customer is ready to purchase. At that point, you add the relevant section — Service Job, Parts and Accessories, or Unit Deal — to the existing order.
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1. Create a new Customer Order for the relevant customer.
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2. Take a deposit on the Customer Order. Note the Payment Type you use. See Receive a Deposit on a Customer Order for steps.
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3. Leave the Customer Order open. When the customer is ready to purchase, add the relevant section (Service Job, Parts and Accessories, or Unit Deal) to this order.
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4. Before recording anything in your accounting package, look up the General Ledger account mapped to the Payment Type you used. Go to System Settings > Accounting Integration > Undeposited Funds and find the Payment Type to confirm its mapped General Ledger account.
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For example, if you used the Direct Deposit payment type in Blackpurl, your Undeposited Funds mapping might show it linked to a General Ledger account such as 1010 – BP Customer Deposit GL. Your mapping may differ — confirm it in your own settings before proceeding.
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1. When the funds appear as a deposit in your bank account, allocate the deposit directly to the General Ledger account identified in step 4 above.
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Option 2 involves recording the prepayment as a Store Credit directly on the customer's record in Blackpurl. The Store Credit can then be applied when the customer makes their purchase.
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1. Process a Store Credit on the relevant Customer Record. See Store Credits on a Customer Record for steps.
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2. Before recording anything in your accounting package, look up the General Ledger account mapped to Store Credit Expense. Go to System Settings > Accounting Integration > Control Settings and find the Store Credit Expense entry to confirm its mapped General Ledger account.
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For example, your Store Credit Expense may be mapped to a General Ledger account such as 5520 – BP Store Credit Expense. Your mapping may differ — confirm it in your own settings before proceeding.
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1. When the funds appear as a deposit in your bank account, allocate the deposit directly to the General Ledger account identified in step 2 above.