Core charges: sell, track and refund cores

A core charge is a refundable deposit on a part, such as $20 on a car battery, until the customer brings back the old one. Ledgri adds it to the invoice, reminds you who still owes a core, and tracks the old part back to your supplier.

Switch cores on

Core charges are on for Auto parts & repair businesses. For any other business, switch them on in Settings → Business type & modules.

Set a core charge on a part

1. Open the product in Products & services.
2. Enter the Core charge, for example 20.00.
3. Optionally enter the Supplier core credit, what your supplier gives you back per core, if it's different.

Selling a part with a core

When you add the part to an invoice, a Core charge line is added right below it.

• Customer didn't bring the old part: leave it as it is. They pay the core charge and the core shows as outstanding.
• Customer brought the old part with them: tick Old part returned now. The core charge drops to $0 and the old part goes on your list to send back to the supplier.

Core charges are booked to Core charges payable, not sales, because you owe them back.

Who still owes a core

• In Customers, customers with an outstanding core show a core out badge, and opening them shows the details.
• When you start a new quote or invoice for them, Ledgri shows a reminder to ask about the old part.
• Products & stock → Cores lists every outstanding core with how many days it has been out.

To email customers a reminder, set Core reminders in Settings → Business type & modules, for example 30 days after the sale. Each customer gets one reminder per core.

When the old part comes back

On the Cores page, click Old part returned. Ledgri makes a credit note for the core charge plus tax. If the invoice is still unpaid, the credit comes off it straight away; otherwise refund it or apply it to their next invoice from Credit notes.

If a core will never come back, click Not coming back. The charge moves from Core charges payable to Unreturned core income.

Sending cores back to your supplier

1. On the Cores page, open To send to supplier.
2. Tick the old parts you're shipping, pick the supplier and click Mark sent.
3. When the supplier's credit arrives, tick them under Waiting for supplier credit and click Mark credited, with their credit note number.

Record the supplier's credit itself as a vendor credit against Core deposits receivable. The Supplier credit owed to you total on the Cores page shows what you're still waiting for.