Advance Deposit Refunds

If guest sent in a deposit and they cancel before arrival:

1. Select Reservations
2. Press DEPOSITS
3. Press Insert
4. Add transaction with account 600 (Refund due accounting)
5. Enter total to refund
6. Press Close
7. Cancel Reservation

If a guest sent in a deposit and they cancel before arrival, and you are keeping a portion of the deposit:

1. Select Reservations
2. Press DEPOSITS
3. Press Insert
4. Add transaction with account 420 (Deposit forfeited) for amount to keep as penalty
5. Add transaction with account 600 (Refund due accounting) for difference to mail guest
6. Press Close
7. Cancel Reservation

If a guest checks in and leaves because they decide not to stay

1. Deposit should have already been transferred to folio
2. If room and tax was posted, void the Room entry by expanding and then press VOID
3. Balance should be the original deposit amount
4. If there is a penalty, use account 420 for amount of penalty.
5. After penalty, if taking balance out of drawer, use Cash Refund account to refund balance
6. If sending a check for balance, use Account code 600 to refund balance
7. Guest should have zero balance
8. Checkout the guest normally

If the guest has checked in, and you do not want to refund the deposit or make a decision at the present time about their refund, you can check the guest out (with a balance) to free up the room by the following method.

1. Select Front Desk and then Current Folios and Guests
2. Right click on the entry in the Guest Ledger, a menu should appear
3. Select the CheckOut/Hold option.
4. A red suitcase should appear and the folio will remain in the guest ledger until you decide to how to handle the balance.