Transfer/Reverse Payments which are considered as a "Used Deposit"
Transfer/Reverse Payments which are considered as a "Used Deposit"
Quick Answer: Process deposits from the Payment Options step when making a reservation, or from the Room Account after booking.
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 consider the future deposit as a Used Deposit. The usual Reverse, Transfer, and Split buttons will be greyed out and unusable. The solution is to manually post payments that mimic the Reverse, Transfer, or Split options accordingly.
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 consider the future deposit as a Used Deposit. The usual Reverse, Transfer, and Split buttons will be greyed out and unusable. The solution is to manually post payments that mimic the Reverse, Transfer, or Split options accordingly.
SCENARIO 1 - REVERSING A USED DEPOSIT
A reversal 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.
Without the Reverse button available, you can only manually create a reversal pair payment to balance out the original deposit.
1. In the Room Account of the reservation, click on Make Payment
2. Click on Payment Type
Without the Reverse button available, you can only manually create a reversal pair payment to balance out the original deposit.
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, 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.
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.
NOTE FOR ROLL-OVER: Manually posting a reversal pair payment for a Used Deposit that was posted on a different day will affect the next roll-over. Take note of this discrepancy when processing your next roll-over.
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:
STEP 1 - MAKING A NEGATIVE PAYMENT ON THE RESERVATION WITH THE USED DEPOSIT
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:
STEP 1 - MAKING A NEGATIVE PAYMENT ON THE RESERVATION WITH THE 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
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. Save Payment
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. Save Payment
After saving the payment, the Room Account Balance should be 0 in the case of a Full Transfer.
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 THE DEPOSIT 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
2. Select the same payment type as the original transaction
3. Put in the transfer amount (full or partial) with a positive value
4. 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.
3. Put in the transfer amount (full or partial) with a positive value
4. 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.
5. Save Payment
IMPORTANT TIP - For clear reference, make sure to place in the Description that the payment is from a previous booking.
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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