Adding advance deposit to guest account

You can use the Account menu to post and track advance deposit payment. All advance deposit payments that are made for an account, are recorded in the house account of type Advance Deposit. You can print a receipt for the advance deposit that is posted to the account. In cases where the guest currency is not the property currency, the amounts are populated based on the exchange rate. If the exchange rate is locked, the locked exchange rate is used to calculate the amounts. If the exchange rate is not locked, the current exchange rate is used to calculate different accounts.

You can post advance deposit to these accounts:

  • Guest Account
  • Group Account
  • Event Master Account
  • Event Account
  • Booking Agency Account
  • Guest Profile Account
  • House Account
  • Organization Account
Note: Before you can make the advance deposit payment for a guest account:
  • You must set up the transaction code for advance deposit in the Administration menu and link the code to the property using the Advance Deposit field of the Property Default section in the Property Configuration menu.
  • You also must have an account of type Advance Deposit.
  • If the property parameter TAXINVATPAYMENT is enabled, the Tax Invoice Generation pop-up is invoked by the system, to prompt you to generate the payment tax invoice.

When the check-in process for a guest is carried out, the advance deposit is transferred from the house account to the guest folio.

The following are the important points related to posting of advance deposit amount to a guest account:

  • The Activity Type of Deposit is applicable only when the guest account is in the Pending status.
  • The Activity Type of Refund and Forfeit are applicable when the guest account is in the Pending, Active or Closed status.
  • An Approve High Cash Payment window is displayed wherein you must specify the User ID and the Password of the Manager (or approved person). This window is displayed when the posting amount exceeds the high cash payment threshold. You can set the high cash payment threshold in the ANTIMONEYLAUNDERING property parameter. You can post the payment to the folio using the Submit option.
  • All the fields on the Advance Deposit tab are disabled in case of a reservation that is in the Waitlist status.
  • The Show Invoices option is available only when the property parameter TAXINVATPAYMENT is enabled.
  • Based on Italian law requirement, when the advance deposit amount exceeds 77.47 Euro (applicable to change) additional 2 Euros are posted as Duty Stamp. This process requires:
    • The Revenue Type for the Duty Stamp transaction code must be set to None.
    • The property parameter ITALYDEPOSIT must have a text with a reference to the transaction code.
  • If the property parameter FORCETAXINVONPAYMENT is selected:
    • The Payer and the related data is defaulted in the Payer section from the Guest Profile screen based on the type of Guest Account selected.
    • User can generate a tax invoice at the same time when a payment/deposit is posted. The invoice is generated using the Tax Invoice screen that is invoked.
  • Interim Payments – For countries such as Austria, Germany, Italy, Peru and Czech Republic the interim payments must be posted to the guest folio using the Advance Deposit method. The Advance Deposit tab is displayed when Post Interims Payments option is selected in the Tax Invoicing tab.
    • The application posts the deposit and prints either a Tax Invoice or a payment receipt based on the value specified in the FISCAL property parameter. Fiscal Interfaces are called to action.
    • The Deposit is transferred immediately from the Advance Deposit Ledger to the Guest Ledger and posted in the folio of the guest stay if BLOCKDEPOSITTRNSTOGUESTLEDGER property parameter is set to Empty.
  • If the BLOCKDEPOSITTRNSTOGUESTLEDGER property parameter is set to CheckIn, the advance deposit amount is not transferred automatically to the Guest Ledger. You can transfer the advance deposit amount manually at a later date.
  • When a user specifies the Activity as To Guest Ledger and:
    • If BLOCKDEPOSITTRNSTOGUESTLEDGER property parameter is set to Fully or FullyAutoCRDT, an error message is displayed.
    • If BLOCKDEPOSITTRNSTOGUESTLEDGER property parameter is set to CheckIn, the deposit gets transferred to Guest Ledger, the value of INTERIMPAYMENTDESCRIPTION property parameter is used as the description for the folio posting.
  • The application defaults the Payer field if the default tax invoice payer is defined on the Tax Invoice Configuration screen.
  • You must selectActions > Print Report to view the Signature Capture screen. You can send to a device or print the receipt from the Signature Capture screen. The receipt is printed based on the report parameter that is specified for the Payment Receipt report or the report type specified on the Form Configuration screen.
    • The property parameter SIGNATURECAPTURERECEIPT must be selected to print the receipts using the Signature Capture screen.
    • The property parameter AUTOPRINTAUTHRECEIPT must not selected for credit card authorizations.
    • The receipts are automatically printed if the Auto Print check box is selected. However, if the property parameter SIGNATURECAPTURERECEIPT is selected then the Signature capture screen is automatically displayed.
  • You can select Actions > Deposit Schedule to view details in the Deposit Schedule window.

To add advance deposit to a guest account:

  1. Select Front Desk > Account.
  2. Select the guest account record to which you want to post the advance deposit transaction.
  3. Click the Advance Deposit tab.
  4. In the Advance Deposit Details section, specify this information:
    Reference Identifier
    The code defaulted by the Property Management System and which is used to identify the account. In case of a guest account, the reference identifier is the confirmation number generated by the Property Management System.
    Activity
    The type of the transaction that you want to post to the account. You can perform the following type of postings for an account:
    • Deposit: The activity of type deposit increases the total advance deposit amount in the house account.
    • Refund: The activity type of refund decreases the total advance deposit amount in the house account. The system calculates the amount that is available for refund and populates the value in the Amount field. You can change the amount that must be refunded.
    • Forfeit: The activity type of forfeit decreases the total advance deposit amount on the house account.
    • To Guest Ledger: The activity type of to guest ledger increases the current balance of the Advance Deposit Ledger. The balance on the Guest Folio is decreased(credit on the Guest Folio) for the Guest or Event Account.
    Note:  If you select the To Guest Ledger transaction activity, the Account and the Folio fields are enabled.
    Associated Deposit
    Select the associated deposit. Associated deposit is required to process the Refund and Forfeit activities on a account.
    Transaction
    Select the transaction code that must be used to process the option selected in the Activity Type field.
    Amount In
    The advance deposit amount was paid by the guest.
    Currency In
    The code of the currency in which the advance deposit is paid.
    Note: 
    • This field is enabled and mandatory if the property parameter DEPOSITCURRENCY is selected.
    • A confirmation message is displayed only for the initial deposit if the Currency In is neither the property nor guest currency.
    Exchange Rate
    The rate to calculate the amount when the transaction currency is different.
    Amount Out
    The calculated amount is based on the specified exchange rate.
    Fee Amount
    The amount of any payment card fee rules that may apply.
    Total Amount
    The total amount that must be processed for the option selected in the Activity Type field.
    Forfeit Remainder
    If you select this check box, the amount remaining after refund, is forfeited. The amount is forfeited only when the amount specified is less than the amount available for refund.
    Forfeit Transaction
    Select the transaction code used for forfeiting the advance deposit.
    Note: 
    • The Forfeit transaction code and the advance deposit transaction code are defaulted from the Property Configuration screen.
    • This field is enabled, if the Activity field is set to Refund and Forfeit Remainder check box is selected.
    • When the advance deposit is forfeited, the Forfeit data is displayed in the Folio tab.
  5. Select the guest account. The Payer and the related data is defaulted in the Payer section from the Guest Profile screen if the FORCETAXINVONPAYMENT property parameter is selected. Else the fields are disabled.
    Note: 

    The Show Block Collapsed/Show Block Expanded is selected from the Screen Designer view.

  6. Click Save to save the record.
    Note: 
    • If tax invoicing is enabled you will be prompted that a tax invoice should be created. For more information refer to Generating tax invoices.
    • You can generate a tax invoice at the same time when a payment/deposit is posted if the FORCETAXINVONPAYMENT property parameter is selected.
    • The Refund Reason window is displayed when you specify the Activity as Refund and click Save. You must specify the Refund Reason Comment and Refund Reason to continue the refund process.
    • If the Refund Requires Approval check box is enabled, and Self-Approve Payment Refund check box is cleared, the supervisor approval is required. If the supervisor approval request is rejected, the deposit amount is not refunded.
  7. Alternatively, click Activate Reader if you have the electronic payment processing interface implemented at the property. Refer to Processing a chip and pin payment card.
    Note: 
    • For Germany, a value must be specified in the property parameters ADVANCEPOSTINGLIMIT to avoid the Advance Posting after the specific period.

    • The Russian law allows the guest to receive a fiscal receipt on an email address or as a text message on the mobile. the property parameter FISCAL must be set to RU to send the fiscal receipt to an email address or mobile.

      You must select the option in the Send Fiscal field and specify the required values. If the Sent Fiscal is set to Email, you must specify the email address of the guest. If the Sent Fiscal is set to Mobile, you must specify the mobile number of the guest.

    • In Russia, the Cash Bank is automatically assigned based on the Workstation ID URL specified on the Device screen. To enable the feature:
      • The value of the FISCAL property parameter must be set to RU.
      • The FORCETAXINVONPAYMENT property parameter check box must be selected.
      • If the Cash Journal session variable of the current user is blank, the user is not assigned to an individual bank however, one or more shared banks are in use.
      • The user must post a transaction code for which the Paid Out check box is selected.
    • For Poland, if the balance of the selected folio is more than 450 PLN, the Fiscalization Type field is set to FISCAL RECEIPT + TAX INVOICE. However, if the balance of the selected folio is less than or equal to 450 PLN, the Fiscalization Typefield is set to FISCAL RECEIPT.
      • The FISCAL property parameter must be set to PL.
      • The FORCETAXINVONPAYMENT property parameter check box must be selected.
      • The Deposit type is Activity and the required fields must be specified.