If you need to include deposits for certain products in your sales orders, and you want to make sure nothing is forgotten and the correct price and tax rate is applied, you can use the Xentral Deposit feature.
This applies in particular to products such as containers or special packaging that require a deposit system, e.g. food in deposit containers or special packaging for laboratory equipment, where the listing of the deposit line in the delivery note or return of the packaging is desired.
Tip
B2B Function: The automatic deposit calculation is optimized for B2B sales order processing in Xentral. When deposit positions are added in Xentral, the prices of the products subject to deposit remain unchanged. The deposit line is added to the sales order in addition. This allows you to have the deposit automatically inserted in manually created large sales orders, which may also be processed later via EDI.
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For sales orders that are imported from a B2C channel, e.g. online shop, you can have the deposit items taken from the shop already in Xentral. This ensures that for end users with sales orders that have already been paid in full, the sales order value is already calculated in the shop and remains in place. In this case, you do not need the deposit function in Xentral.
The prerequisite for using the function is that the product number is adopted by the shop in the Xentral Standard as a normal product. Special product configurations in the shop and comparisons to third-party systems (outside of the Xentral Shop and Marketplace Standard) and their synchronization fall into the Advanced area. Note that you need the appropriate interfaces or IT support from your partner for this.
Tip for using B2B and B2C (The Xentral deposit function for manual sales orders and deposit items in the online shop): For the deposit item (shop import), you should create a separate product in the product master files that is not stored in the Xentral deposit function, to ensure that path calculation no longer takes place in Xentral when your team processes shop sales orders manually.
The Deposit feature allows you to automatically integrate additional deposit items into existing sales orders, which automatically detects when a product subject to a deposit is added to a sales order and adds the required deposit items to the sales order accordingly.
Tip
This automation streamlines your workflow, reduces manual intervention for you and your team, and minimizes sources of error when entering deposit items.
You have the option to define specific assignment rules for deposit items based on individual products:
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You can specify which deposit item is associated with a specific product.
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The quantity of the deposit product can be freely defined and is automatically adjusted based on the ordered quantity of the main product.
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You can display the deposit line under the product or all deposit items as a bundled block.
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For example, for a packaging unit such as a bill of materials (BOM) of a product, you can specify that a higher number of deposit items is automatically booked into the sales order. This flexible configuration allows for precise and needs-based handling of deposit items, which is based on the specific requirements of the company.
Caution
The described functionalities for automatically integrating deposit items into sales orders as well as the configurable deposit item assignment per product are automatically included in the Xentral Pro version for you.
For each product, you can define a specific product number for the corresponding deposit item in a defined free field in the app, for example, if the matching deposit item is entered in the free field 39. In addition, there is the option to specify the number of times the deposit item should be added in another free field (e.g., free field 38) – ideal if you have a box, for example, and want to define that the product should be added six times.
It is important to note that the combination of carrier and bottle with deposit is not supported in the classic beverage industry.
A new option in our deposit app allows you to globally set whether the deposit should be listed directly below the added products, such as at a beer bank and its deposit, or added up at the end of the sales order and displayed as a list. When inserted, the name of the deposit item and the selling price are automatically adopted from the central system, while also allowing for scaled prices.
These functionalities are designed to simplify and automate the management of deposit products in your ERP system, saving you time and avoiding errors.
You can find the function 'deposit items' via Settings > Warehouse & Logistics > Logistics > Deposit Items or you can enter 'deposit items' via the smart search.
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Master Data Maintenance: Start by creating the deposit products in the master data. Each deposit item is created as an actual product to ensure a clear identification and separate setting of the product properties. You can, for example, keep the name of the deposit item general or adjust it specifically to the assigned product. Of course, you can also choose the tax rate individually in the deposit item.
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Deposit Item Identification (Xentral Free Fields): Set a free field in the settings product that will be used to link the deposit item to your main product. This free field will be used to define the product number of the deposit item. Define a free field that you do not currently have in use, e.g. Free Field 38.
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Deposit Item Quantity (Xentral Free Fields): Set another free field in the product settings that will be used for the quantity of the deposit item for your main product. This free field is used to define the quantity of the deposit item. Define a free field that you do not currently have in use, e.g. Free Field 39.
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Active: Check the box for Active to activate the Deposit app. Click Save.
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Position: Determine whether the position of the deposit product should be displayed under your corresponding main product or as a block in a list:
Always deposit to the end of the order: Bundles all deposit products at the end of the line table.
Add deposit item after each position: Inserts each deposit item under the corresponding main product.
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Deposit Item Assignment (Xentral Feifelder): Set the free fields selected above and assign them to the Deposit App:
Free field for deposit items per product:: The free space in the item in which you can enter the link to your deposit item in your main item.
Free field for number per deposit product for main product: The free field in which you enter the quantity in your main product with which the deposit item is to be inserted in the sales order.
In this example, the deposit item DEPOSIT-17-1 from Freifeld 1 is assigned to the main product screw.
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Product management: When creating or editing an article, you can assign a deposit item to a main product by entering the product number of the deposit item in the previously defined free field.
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Quantity information: The quantity of how often a deposit item should be added (e.g. for packaging units) you enter in the second previously defined free field.
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Automatic integration: When adding a main product to a sales order, the system automatically reads the product number of the deposit item stored in the free field and integrates it into the sales order.
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Quantity adjustment: The app adds the deposit item to the sales order according to the specified quantity, so for packaging units the deposit item is taken into account in the correct number.
If additional main products are added to the sales order that use the same deposit item:
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Quantity update: The system automatically only increases the quantity of deposit item already inserted in the sales order.
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Avoiding duplicates: No separate line is created for the same deposit item. Instead, the adjusted quantity in the sales order reflects the total number of all required deposit items. Prerequisite: the deposit items are displayed as a block at the end of the sales order.
If you rarely use deposit items and only want to add a single position, you can of course also create a product in the product master files and name it as a deposit item. You manually insert this product into a sales order. The product is treated as a normal stock product or service product.
If a deposit item is an integral part of a product, you can also permanently add the item to the BOM, as well as other components that are part of your sales set.
Example of a Just-in-Time Bill of Materials (BOM):
You sell beverages in deposit bottles, so that deposits can be stocked out and returned directly from the warehouse, you must create the bottle as follows:
You create a water bottle incl. deposit and set the following settings: Marking the product as a JIT BOM, Selection: no stock item
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Water bottle: Stock item (marking stock item), part of the BOM
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Deposit: Stock item (marking of stock item), part of the BOM
Now you can insert the product "Water bottle incl. deposit" into a sales order. If the deposit is returned, you can either book it manually or store it in the POS inventory via the cancellation function, for example.