Using Deposits in HART

By the end of this training article you will be able to:

• Add a deposit
• Remove a deposit
• Charge a deposit
• Transfer a deposit 
• Convert a deposit
• Move a deposit to a Profile
  

Add a Deposit

Deposits are easily managed in HART via the Deposit tab in Reservations > Room Booking. Deposits are payments received that are store as a pre-payment on a room booking for example and do not produce revenue until the booking is checked in and charges are added against this.

To add a new deposit, navigate to Reservations > Room Booking, find the room booking the deposit should be added to, and open the Deposit tab

Next, right-click and select Add Entry. 

• Reference: This is a free-type window for you to put in any relevant reference
• Payment Method: Select from the drop-down the payment method used
• Amount: Key in the value of the deposit
• Guest/Account: Select from the drop-down the guest account the deposit is linked to (you will not have this option when adding a deposit in a guest profile)
• Date: The date is created upon saving (F3)
• Unit: Select the Unit this deposit is for in the case of your property having multiple ones

Press F3 and the deposit has now been added to this booking.

Remove a Deposit

In the event of a guest not being able to stay on the dates agreed or cancels the booking after the agreed cancellation period the deposit might be either moved to a different booking or charged and not refunded.

To refund a deposit and charge an percentage of cancellation charges the Cancellation button should pressed to open the following window:

In the upper section 'Amount to be Refunded' enter the value of the refund and then press one of the following buttons:

• Via HART will allow for the refund to be processed via token
• Manual should be used where the refund is taking place via e.g. PDQ or BACS

The lower section 'Amount to be charged to cancellation' will then be updated reflect the remaining balance that will generated as cancellation charges.  Select the relevant cancellation relevant stream from the drop down and press OK. A final message of confirmation of the cancellation charges will need to be accepted to proceed.

Once complete cancellation charges will display within the Billing tab of Room, Function, Group and Spa Day reservations.  For Restaurant, Golf, Spa Treatment and Class reservations a late charge will be automatically generated.

Refunding a deposit

To refund a deposit in whole with no cancellation charges:

• Where the deposit is refunded manually via a PDQ then the deposit should be added to the booking as above with a negative amount
• Where the deposit is being refunded via token the Credit Card button should be pressed and the token processed followed :

Enter the amount of be refunded as a positive value:

Confirm the value is correct, press the '?' button to select the required token and press Refund

Other functions

• Activate:  In some cases, a booking is checked in but the deposit is still inside the deposit ledger, please use the activate button to manually push this through to the billing screen.
• Credit Card: The credit card button is used to add a deposit through the VeriFone or FiServ gateway with the CNP (customer not present)
• Receipt: The receipt button will print a receipt for the payment received
• Transfer: The transfer functions allow the user to transfer the deposit to another room booking, function booking, facility booking, group booking, non-resident booking or a profile. Tick the desired destination and key in the id into the id tab at the bottom of the window and ok the transaction. Exit abandons the transaction.

The Transfer function is required if a booking cancels or moves the stay date.

Deposits can only be added to definite bookings. Once the booking is checked in the deposit will drop into the folio containing the same guest profile as the deposit is attached to.