Return scanSample data
KEG 0x2B90Recorded- Asset
- 30 L keg
- State
- Returned empty
- From
- Venue 31
- Scanned by
- Driver, route 4
- Time
- Sep 25, 2026, 07:40
Asset
Venue 31 → Brouwerij Noord
Deposit
Brouwerij Noord → Venue 31, €30.00
Q · A
What is deposit management software for reusable packaging?
Deposit management software tracks the deposit value of returnable assets as they move between partners and settles it. Rotion sets a deposit per asset type, charges it when assets are issued and credits it on return, all from scans. Each partner receives a statement backed by the scan history, and pooling settlements use the same data.
- Deposit per asset type and per partner agreement
- Statements backed by scan evidence
- Disputes resolved with a lookup
01Ledger
From scan to ledger, untouched.
A driver scans an empty keg at the venue. That one scan credits the deposit on the venue’s statement and posts the journal entry in your ERP, with the same reference carried through. Nobody keys a number twice.
KEG 0x2B90RecordedVenue 31Deposit statement, Q3 2026
Sample data| Date | Line | Amount | Balance |
|---|---|---|---|
| Jul 01 | Opening balance | 1,290.00 | |
| Aug 14 | Delivered full, 6 kegs6 scans | +180.00 | 1,470.00 |
| Sep 11 | Returned empty, 3 kegs3 scans | -90.00 | 1,380.00 |
| Sep 25 | Returned empty, KEG 0x2B90RTN-0x2B90 | -30.00 | 1,350.00 |
Open balance €1,350.00DisputeAccept
Journal entry 4100 2316Brouwerij Noord, EUR
Sample dataPosting date09/25/2026
ReferenceRTN-0x2B90
Document typeDeposit settlement
SourceRotion, 1 scan
| Account | Text | Debit | Credit |
|---|---|---|---|
| 2410 | Deposit liability | 30.00 | |
| 1400 | Receivable Venue 31 | 30.00 | |
| Balanced | 30.00 | 30.00 |
VAT code: no VAT on depositPosted
Deposit values are set per asset type, with exceptions per partner agreement, currency and contract date.
- StatementEvery line opens its scans
- PortalPartners accept or dispute
- ERPSAP and Microsoft Dynamics
02Platform
Built for finance and operations.
Operations sees the assets, finance sees the money, and both look at the same scans. Pick a feature to see it.
Explore the platform
Deposit ledgerBalance per partnerEvidence per lineSettlement reports Autopilot Deposit statementReady to send
Q3 2026 · Customer 14
Issued4,820
Returned4,571
Open or lost249 × € 5.00 per unit
Balance due€ 1,245.00
Send statementExport PDFBacked by 9,391 scans
Balance per customerAll regions · last 30 days
| Customer | Out | Back | Open | Dwell |
|---|---|---|---|---|
| Store 2214 Ghent | 1,240 | 1,196 | 44 | 5 d |
| Customer 14 | 860 | 648 | 212 | 21 d |
| DC Zellik | 2,310 | 2,287 | 23 | 2 d |
| Grower Hoogstraten | 1,580 | 1,531 | 49 | 7 d |
| Store 0917 Leuven | 640 | 611 | 29 | 6 d |
Open total · deposits357 · € 1,785 deposit value
Asset historyKEG 0x2B90Steel keg · 30 L · € 30 deposit · 58 cycles
- 18 SepDelivered fullVenue 31 · deposit + € 30.00
- 25 SepReturned emptyVenue 31 · deposit − € 30.00
- 25 SepStatement lineVenue 31, Q3 · RTN-0x2B90
- 25 SepPostedERP journal entry 4100 2316
- 30 SepAcceptedVenue 31 in the partner portal
Deposit back to zero on this keg
PPWR reuse reportPPWR
2026 Q3 · all customers
Reuse rate93.4%
Cycles per asset14.2
Rotations1.2 M
| Customer | Rotations | Reuse |
|---|---|---|
| Retailer 3 | 412,300 | 94.1% |
| Filler 07 | 288,100 | 92.7% |
| Grower co-op 2 | 196,400 | 95.3% |
Export reportCSV · PDF · API
03How it works
Deposits follow the scans.
The scan that moves custody also moves the deposit, so there is no separate deposit administration.
- 01
Set the deposit
Each asset type carries a deposit value, with exceptions per partner agreement where you need them.
- 02
Charge on issue
When assets leave to a partner, their deposit is added to that partner’s balance.
- 03
Credit on return
The return scan credits the deposit. Inspection results stay on the asset, visible to both sides.
- 04
Settle
Statements per partner and period, with the scans behind every line, ready for your ERP.
04Clearing
Six retailers, one clearing run.
When a consumer can return a package at any store, every store refunds deposits on packages another store sold. Rotion nets the balances at month end and hands finance a short list of transfers instead of thirty.
Gross refunds, September 2026
Each square is what one store refunded on another store’s packages.
Refunded at
Package sold by
A
B
C
D
E
F
Refunded
A
4,375.20
B
2,446.50
C
3,291.60
D
2,972.40
E
3,433.80
F
1,720.50
30 gross flows€18,240.00
Packages refunded60,800
- Square area is the amount, shown at €250, €1,000, €2,000
- Own packages, nothing to clear
- Pair settled by a transfer
- Cancelled out in netting
After netting
5 transfers settle all the flows.
- B pays → A€1,023.60
- C pays → A€640.50
- D pays → E€412.80
- F pays → E€288.30
- F pays → A€96.60
Total moved€2,461.80
A+1,761
B-1,024
C-641
D-413
E+701
F-385
Net position per retailer: up receives, down pays.
Net transfer instructions for finance. Rotion does not move money.
Customer caseRepasys runs this loop: €0.30 deposit, 6 retailers, 106,312 packages, return at any store.
05Autopilot
It notices first.
Autopilot watches every scan in your loop, flags what is going wrong, proposes the fix with its reasoning, and acts once you approve.
How Autopilot worksVenue 18 disputes 38 kegs on its Q3 deposit statement.
Why
The scan history shows 30 of the 38 kegs delivered and confirmed by Venue 18 staff. The other 8 were scanned at return by your driver but never booked as received.
Proposes
Credit 8 kegs and send the partner the 30 confirmed delivery scans.
ApproveEditconfidence 92%
Disputes closed this quarter41
Sample data06Exposure
What a deposit covers, and what it does not.
A deposit pays you back for a lost asset only up to the deposit value. Set your own numbers and see how much of the replacement cost stays uncovered each year.
One year of losses, drawn to scale
The large square is the replacement value lost. The dark square inside is the deposit you keep on those assets.
Replacement value lost€32,000
Deposit kept on those€6,000
Gap the deposit does not cover€26,000
The deposit covers 18.8% of what you lose.
Sample figures. Arithmetic on your inputs, not a forecast.
Field results from operators running Rotion across pools, retail and industry.
28%
S.01fewer assets lost
9%
S.02smaller fleet needed
575,310
S.03assets tracked
Some of the organizations we work with.
Loops that run on deposits.
Q.01How does Rotion calculate deposits?
Each asset type has a deposit value, with exceptions per partner agreement where needed. The deposit is charged when an asset is issued to a partner and credited when it is scanned back, so the balance follows custody automatically.
Q.02How do we resolve a deposit dispute with a partner?
Open the statement line. It shows the handovers behind it, with time, place, count and who confirmed each one. Most disputes close with that lookup, and corrections are logged with a reason.
Q.03Can Rotion handle pooling and exchange settlements?
Yes. Rotion calculates balances between pool members per asset type and period from the scan record, and produces settlement statements for each member. The same data serves pallet exchange and shared crate pools.
Q.04Does it work with our accounting or ERP system?
Yes. Statements and settlements export to SAP and Odoo through connectors, or through the REST API, EDI or CSV for other systems. Deposit values can also come from your ERP. See integrations.
Q.05Can Rotion run consumer deposits for reusable cups and takeaway packaging?
Yes. Rotion runs deposit systems for reusable cups and takeaway containers, with the deposit following each item to its return point. Reuse startups usually start on Rotion Starter, see pricing.
