Refunding Deposits

Deposits are funds taken prior to the day of arrival. The Billing screen is not yet active and no folio is accessible.

1. From the chosen reservation or PM account, select 'Options'
   
   

2. Select Deposit/CXL
   
   

   Open

   

   
   
   

3. You can also select the red deposit/cxl bar from the bottom left of the reservation screen.
   
   
   

   Open

   

   
   
   

4. From the deposit/cxl screen, you will see all collected deposits and deposit rules. Select 'Payment'
   
   
   

   
   
   

5. Enter the amount you wish to refund. You must include the minus sign in front of the amount to avoid collecting additional deposits.
   
   
   

   
   
   

6. Verify new balance is correct. This is located on the face of the reservation, but the exact location depends on your PMS's configurations.

Refunding on an open folio

1. Once a reservation is checked in, cancelled, or no-showed, a folio becomes available and the Billing screen is active.
   
   

2. From the chosen reservation/PM account, select "Options"
   
   

3. Select "Billing"
   
   
   

   
   
   

4. All folios are now open to review. Select the window where the refund should be posted from the tab on the right-hand side. Folios 4-8 will not be immediately visible, up to 4 windows can be displayed at one time.
   
   

5. The following buttons will be displayed underneath the open folios
   
   

Payment

1. To perform a refund without checking out a guest, the payment button is used.
   
   

2. Select the window with a credit to refund.
   
   

3. Select 'Payment'
   
   

4. CC details and credit amount will auto-populate. Ensure all details are correct. Refunds should be processed to the same type of credit card that was initially charged. The negative symbol will auto populate if the folio has a remaining credit.
   
   

5. A Reference note must be entered to process a refund.
   
   

Settlement

1. The settlement function will review all open folios and allow for processing of refunds.
   
   

2. After all transactions are completed, the guest will be automatically checked out.
   
   

3. Select "settlement"
   
   

4. Each folio will auto-populate with its payment info and charge or refund amount.
   
   

5. Proceed using previous instructions for each window

Notes

1. If an advance deposit has not been refunded prior to cancelling a reservation, the billing screen will become active. Opening the folio will ask you to apply the deposit. You can then proceed with refund instructions outlined above.
   
   

2. Refunding an advance deposit prior to cancellation ensures CC details are not lost.
   
   

3. No-show reservations will also have an open billing screen.