Adding advance deposit to guest account

You can use the Account menu to post and track advance deposit payment that are made for a guest account. 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.

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 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

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
    The amount that must be processed for the option selected in the Activity Type field.
    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 checkbox 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
    • User can generate a tax invoice at the same time when a payment/deposit is posted if the FORCETAXINVONPAYMENT property parameter is selected.
  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.