Transfer/Reverse/Split Payments that are "Used Deposits"

Transfer/Reverse/Split Payments that are "Used Deposits"

Quick Answer: How to transfer, reverse, or split payments that are "Used Deposits" which have a greyed out "Reverse" and "Transfer" button.

Transfer/Reverse/Split "Used Deposit" Payments

Payments posted on GuestPoint are considered as a Future Deposit status when the below two conditions are met:
1. The payment was posted on a Reserved booking
2. A roll-over is actioned containing this same deposit payment prior to the Reserved booking checking in.

Once a reservation with a Future Deposit is checked in, GuestPoint will consume the Future Deposit and label the payment as a Used Deposit.

The usual Reverse and Transfer buttons will be greyed out and unusable. While the Split button is usable, please do not use it if you wish to partially transfer a used deposit.
The solution is to manually post payments that mimic the Reverse, Transfer, or Split options accordingly.

SCENARIO 1 - Reversing a Used Deposit

A reversal of any transaction on GuestPoint is always two pairs of transactions that balance each other out to a value of 0.
This applies to both Revenue and Payments types of transactions.
Idea
For example: If you have a MasterCard payment of $250, using the Reverse button creates an opposing transaction of MasterCard -$250.
These two pairs of transactions +$250 and -$250 combine together to create a net effect of $0.

Without the Reverse button available to use for Used Deposits, you can only manually create a reversal pair to balance out the original payment.
1. In the Room Account of the reservation, click on Make Payment
2. Click on Payment Type
3. Select the same payment type as the original transaction
4. Put in the original amount with a negative value
5. Save Payment



After saving the payment, your room account will show two payment transaction lines that balance each other out.
(Deposit is with the negative value and reversal is with the positive value).
You can adjust the Print Date & Description of the reversal payment you just made and match that to the original deposit payment.
This will make it show better on an invoice. 
Alert
NOTE FOR NEXT ROLL-OVER
Manually posting a reversal pair payment for a Used Deposit that was posted on a different date on GuestPoint will affect the next Roll Over you do.
Take note of this discrepancy when processing your next Roll Over on GuestPoint.

SCENARIO 2 - Transferring or Splitting a Used Deposit

In some situations, you or your guest may wish to fully or partially transfer the original Used Deposit to one of the following scenarios:
1. To an existing future reservation the guest has
2. To another room currently in-house
3. To hold as Credit for a future booking (but the guest does not have a future booking yet)

This scenario has two steps involving making payments on two reservations.
The method for Transferring or Splitting are the same as follows.
Idea
Again, please do not use the Split button on the Used Deposit payment even if you are only partially transferring.
Follow the steps below instead.

STEP 1 - Making a Negative Payment on the Reservation with a Used Deposit

To manually action a transfer (full or partial amount) of a Used Deposit
  1. In the Room Account of the booking with the Used Deposit, select Make Payment
  2. Select the same payment type as the original transaction
  3. Put in the transfer amount (full or partial) with a negative value
  4. Add a comment in the Description noting down this transfer clearly i.e. "Transfer to Another Account or Future Reservation".
    You can use the Stay Dates or Reservation Number accordingly, anything that helps give more information internally to yourself, and externally to your guest.
  5. Proceed to Save Payment


After saving the payment, the Room Account Balance should be 0 in the case of a Full Transfer as shown below.
Notes
A partial transfer may require reversing of some room charges to reach 0 balance.
A common example is perhaps the guest is checking out a day earlier, but the room charge for their last night has already been posted.



STEP 2 - Making a Payment on the Reservation you are Transferring To

Once done with Step 1 and actioning appropriate actions on the reservation you are transferring FROM, please proceed with Step 2 involving the reservation you are transferring TO.
  1. Navigate to the Room Account of the booking you are transferring the deposit to. This could be a Future Booking or another room currently in-house.
  2. Select Make Payment
  3. Select the same payment type as the original transaction
  4. Put in the transfer amount (full or partial) with a positive value
  5. Add a comment in the Description noting down where this transfer came from clearly i.e. "Transfer From Previous Booking".
    You can use the Stay Dates or Reservation Number accordingly, anything that helps give more information internally to yourself, and externally to your guest.
  6. Proceed to Save Payment     
Idea
IMPORTANT TIP - For clear reference, make sure to note in the Description that the payment is from a previous booking.
You can use a GuestPoint Reservation Number if you wish or a Purchase Order, or the Stay Dates of the previous booking.


Notes
NOTE FOR ROLL OVER
Transferring deposit payments (full or partial amounts) will not affect the rollover as payments of the same amounts were posted with a negative and positive value.

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