# 19 litre bottles and security deposits in Irsaal water software > How Irsaal counts every 19 litre bottle (warehouse, plant, customers, riders) and handles security deposits, refunds and write-offs. - Product: Irsaal Water Delivery Software, by Irsaal Software - Section: Stock, sales & purchasing - Page: https://irsaalsystems.com/help/water-bottles-and-deposits - Last updated: 2026-09-23 Irsaal Water Delivery Software counts every 19 litre bottle you own by where it is. The counts are shown on **Inventory & Sales → 19 Ltr Bottles**: in the warehouse (filled or empty), at the refill plant, with customers and with riders. Deliveries, empties collected, purchases and plant runs move bottles from one count to another by themselves, and the **Bottle Reconciliation** report checks that the total still adds up. Each customer's refundable **security deposit** is kept in their **Security Wallet** under **Finance → Security Wallets**. ## What do the counters on 19 Ltr Bottles mean? | Counter | What it counts | | --- | --- | | **Warehouse Full** | Filled bottles ready to go out, including any already loaded on a van but not yet delivered, because a delivery takes its bottles from here. | | **Warehouse Empty** | Empties back from customers, waiting to go to the plant. | | **At Plant** | Bottles booked out to the refill plant and not yet received back (only with **Plant Return Tracking** on). | | **At Customers** | Your bottles at customers' homes and shops. It always equals the sum of every customer's holding. | | **With Riders** | Empties a rider has collected that are not yet approved in **Rider Ledger**. | | **Total Owned** | Every bottle the business owns. | Bottles that customers supplied themselves, and bottles of another brand, are counted on shelves of their own. They are not part of **Total Owned**, because they are not yours. ## How do bottles move during a normal day? 1. A delivery takes filled bottles out of stock and adds them to the customer's holding. Empties collected come off the holding and go onto the rider's name. 2. When the office approves the rider's day in **Rider Ledger**, those empties move to **Warehouse Empty**. 3. **Send to Plant** turns empties into filled stock again. With **Plant Return Tracking** on, they wait in **At Plant** until you press **Receive Full**. You never need to type these moves. Only the jobs below are done by hand. ## Which jobs are done on the 19 Ltr Bottles screen? - **Buy New Empties**: new bottles from the market go to warehouse empty. Enter the **Quantity**, a **Reference** and **Notes**, then press **Add to Warehouse**. - **Send to Plant**: press **Send Empties**. - **Receive from Plant**: refilled bottles back to the warehouse. Press **Receive Full**, or **Receive all** to clear everything still at the plant. - **Bottles from Other Brand**: 19 Ltr bottles branded by somebody else, counted on their own shelf. Choose **Received — add to stock** or **Returned / swapped back**, then **Save Movement**. - **Convert Swapped Bottles**: bottles taken off customers in exchange for yours, checked over and moved onto empty stock with **Add to Empty Stock**. - **Discard / Write-off**: permanently remove broken bottles. Choose **From: Damaged**, **From: Warehouse Empty** or **From: Warehouse Full**, then press **Discard**. - **Manual Adjust**: only for the opening count, or to correct a physical count. Choose the **State**, type the change in **Delta (+ / −)** (for example 5 or -3), give a **Reason**, and press **Apply**. ## How do I correct a wrong entry? In the **Movement Ledger**, set **Show** to **Only correctable entries** and press **Correct entry** on the row. Type the right **Quantity** and say **Why is this being corrected?**, then press **Save Correction**. Only the difference is applied: change 21 to 12 and nine bottles come back, not twenty-one. Your name, the time and the reason are saved, and **Correction history** shows every change. Bought empties, plant runs, other-brand stock, write-offs and manual adjustments can be corrected this way. A delivery is corrected on its own screen, and so is a rider's hand-in. ## How do I check the bottles still add up? Press **Reconciliation** on **19 Ltr Bottles**, or open **Reports → Bottle Reconciliation Report**. It shows **Where the bottles are now** and compares the bottles accounted for (opening, plus purchased, plus adjustments, minus discarded) with the bottles counted. Its **Customer-holding cross-check** confirms that the sum of every customer's holding equals the **At Customers** counter. The **Bottle Account Report** lists what each customer holds, including bottles of their own and bottles lent without a deposit. ## How do security deposits work? A deposit is the refundable money you hold for each of your bottles a customer keeps. It is set as **Security Fee per Bottle** (or on the customer's rate card), and it is also the damage penalty for a broken or lost bottle. - **The allowed holding.** The customer's deposit divides into the number of bottles it covers. The customer's card and the order screen show **Deposit Covers**. - **Taking a deposit.** On an office order, **Security Payment (auto, editable)** is filled in when the customer will hold more than their deposit covers. You can also press **Deposit** on the customer's card. At the door, a deposit is added only if **Take security deposits at the door** is on under **Settings → Pricing & Printing**. - **Refunding.** Press **Refund** on the customer's card, or record **Deposit refunded** when you settle a terminated account. - **Damaged bottles.** **Damaged Returned** on a delivery charges the damage penalty from the customer's wallet. - **No deposit at all.** **Security Free** on an order, or **Give without deposit** on the customer's card, lends bottles on trust. They are counted separately and no deposit is ever asked for them. Bottles a customer supplied themselves (**Take bottles in**) carry no deposit either, and are owed back to them. **Finance → Security Wallets** lists every customer's **Holding**, **Allowed** and **Security**, with the **Total Security Held**. **Manage** opens the customer's card. ## Frequently asked questions ### How does Irsaal track 19 litre water bottles? Every bottle is counted by where it is: warehouse full, warehouse empty, at the plant, with customers or with riders. Each delivery, collection, purchase and plant run moves the counts automatically, and the Bottle Reconciliation report checks the total. ### Where do I see how many bottles a customer has? On the customer's card under **Bottle Account**, on **Security Wallets**, and in the **Bottle Account Report**. ### How do I record new bottles I bought? On **19 Ltr Bottles**, use **Buy New Empties**. Enter the quantity and press **Add to Warehouse**. ### A rider brought back a broken bottle. What do I do? The rider records it as **Damaged Returned** on the delivery, and the damage penalty is charged from the customer's security wallet. Remove the bottle for good with **Discard / Write-off → From: Damaged**. ### Can a customer use their own bottles? Yes, with **Customer Personal Bottles** on. Press **Take bottles in** on their card. No deposit is charged for those, and they are owed back if the customer leaves. ### Why does the reconciliation not match? Usually because bottles were entered twice: with **Manual Adjust → With Customers** and again as each customer's **Bottles already held**. The other common cause is a rider's day not yet approved. Check **Rider Ledger**, then correct the manual entry in the **Movement Ledger**. ## Khulasa (Roman Urdu) "19 Ltr Bottles" screen batati hai ke har bottle kahan hai: godam mein bhara ya khali, plant par, customers ke paas, ya riders ke paas. Delivery aur khali bottles ki wapsi se ginti khud badalti hai. Naye bottle "Buy New Empties" se, plant bhejna "Send to Plant" se, aur toota bottle "Discard / Write-off" se darj karein. Security har bottle ki wapas hone wali raqam hai jo customer ke "Security Wallet" mein rehti hai. "Deposit" se lein, "Refund" se wapas karein. Hisaab milane ke liye "Reconciliation" report dekhein. --- Source: https://irsaalsystems.com/help/water-bottles-and-deposits — Irsaal Help Center (https://irsaalsystems.com/help).