Keys and deposits

Use Keys & Deposits to track items issued to members, such as gate keys and shed keys, and money held as a deposit, such as a plot deposit.

Deposits are not included in rent or billing figures. A forfeited deposit is counted in the Forfeited this year total in Keys & Deposits only.

How deposits are organised

• Deposit type: a category, such as "Gate key" or "Plot deposit". Each type has a default amount and a setting for whether it tracks individual items.
• Item: one physical object, such as gate key number 24. An item can be issued, returned and issued again.
• Deposit: a record of what a member holds and the amount paid.

A type that does not track items, such as a plot deposit, records money only.

Set up gate keys

1. Create a deposit type called "Gate key".
2. Turn on item tracking and enter the default amount.
3. Add items. To add several items at once, enter a range, such as 1-30.

Issue, return and forfeit

These actions are on the deposit type's page.

• Issue: select Issue next to an available item. For a type without items, use the form at the top of the page. The amount defaults to the type's default amount and can be changed.
• Return: enter the return date and the amount refunded. The item becomes available again.
• Forfeit: records that the deposit is kept by the association. If the item will not be returned, select the option to retire it.

Delete, archive and retire

A deposit type cannot be deleted while deposits are held against it. Return or forfeit the deposits first.

A type or item that has been used cannot be deleted. Archive the type or retire the item instead. This keeps the record and removes it from the issue forms. Money held against an archived type is still included in the totals and can still be returned.

Where deposits are shown

• The member's profile shows what they hold. The Deposits tab on the member record shows the full detail.
• The dashboard shows a summary.
• Members can see their held deposits on their balance page, shown separately from any money owed.