How to manage Deposits that did not drop into Billing

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

• Locate lost/ unprocessed deposits
• Move lost/ unprocessed deposits back to a booking
• Charge revenue against a lost/ unprocessed deposit if the booking has already been checked out

Sometimes at check out the team will find that a deposit was attached to a booking and has been processed (the green tick next to the deposit will indicate this) but the deposit did not drop into the billing.  

Locate a lost/ unprocessed deposit

You have two options of finding this folio. Either go to  Reports > Financial > Open Balances and run this report without the bedroom open balances included and double click onto the Hotels Account or the folio attached to the hotels account.

This will open the Sales Ledger account the unprocessed deposit are set up drop into if the billing of the booking was incorrect. 

Please note that also Open Orders that were not closed at the End of Day procedure will drop into here.

Move lost/ unprocessed deposits back to a booking

To move a deposit back to a booking select 'Modify'. to the right hand side. This will open the following screen.

Inside the screen to the left hand side tick the deposit you wish to move/ modify. In the right hand side screen locate the folio you wish to move the deposit to by either selecting 'Room' (this will show all rooms checked in or 'Accounts' to locate all function bookings or sales ledger accounts with and active folio.

In the below example room 06D has been selected from 'Rooms' and 'Get Folios' has found all folio linked to that booking. 

Now point the 'Pointy Finger' to the folio the deposit from the left hand side should be moved to and use the >> to complete the transaction. A new window will pop up to confirm the transaction has been successfully completed. 

Please use the X to the top right hand side to close the screen. The deposit is now in the folio of the booking again.

Charge revenue against a lost/ unprocessed deposit if the booking has already been checked out

If the booking has already left or been checked out and the revenue was simply removed by adding a negative entry at check out we would recommend to create a correction folio in either a sales ledger account or a function booking (make sure the function is being checked in prior to move the deposit) and to now manually charge the revenue that was deducted or never added in the first place. 

To do this follow the steps above and move the deposit to the newly created correction folio. Now in the 'Charge' section of the Sales Ledger account or the function booking add the revenue that should have been charged against this deposit and print a VAT invoice.