Deposits are an essential resource in any hotel management software. Deposits are simply the collection of payments that our clients have made in advance and that will later be allocated to a reservation or an event (for example, a wedding or a corporate event). The only difference between these two types of deposits is that while in a reservation the deposit is automatically allocated to a folio at check-in, in the second case it must be manually allocated to a folio.
Below we will when working with deposits.
- Deposit product configuration
- Managing a deposit
- Deposit statuses
- Consuming a deposit
- Revert or remove a deposit from a folio
- Assign deposit to a reservation, company, or individual client
Configure deposits
As we explained at the beginning, a deposit is a payment we have received in advance for a reservation or event. Since it is possible that we want to provide an invoice or receipt for the payment we have received, we need to be able to link a tax to our deposits. Thus, at the local level, we will have different taxes depending on whether the invoice corresponds to accommodations or services.
If we want to configure our deposits, we just need to go to the property menu and filter the products by type Deposit, as shown below
Then we will link the corresponding Tax to the Deposit.
Deposit management
Deposits can be created from different points in the Ulyses Cloud hotel management software, from deposit management itself or from the company/individual or reservation file. The only difference between creating it from one place or another is saving a step in the creation process. If the deposit is for a reservation, as a general rule, we will create it from the reservation; if it is for a pass-through, we will create it from deposit management.
Then, whenever we create a deposit, in addition to indicating the reservation/company/individual that will be able to consume it, we will be asked for the following information:
| Variable | Description |
| Name | Identifier that will allow us to search for the deposit later |
| Consumption date | Date on which the deposit is expected to be consumed. If it is a pass-through deposit, this date will correspond to the event date, while for a reservation, the consumption date will be the check-in date |
| Deposit | Type of deposit we have previously created |
| Amount | Deposit amount |
| Paid deposit | If we select that the deposit has been paid, we will have to indicate the payment method used and the corresponding amounts. That is, we may have received a deposit for the event "John Doe's wedding" worth €1,000, which was paid by Check and Visa for €500 and €500 respectively. If, on the other hand, we indicate that it has not been paid, we will need to provide an expiration date. The expiration date indicates the maximum date by which we can re |
Depending on whether we have received the payment or not, the deposit will be in the "Pending payment" or "Pending to apply" state, respectively. If the deposit has been refunded, then we will mark it as "Refunded"
Until it is paid (or collected, depending on how you look at it), we will not be able to allocate it to any folio.
Once paid, we can use it in full or in part in folios, which will generate the corresponding charge. In the following example, we see how part of the previous deposit has been applied to 2 different folios. As a result, €200 of the €348 originally in the deposit have been consumed.
Deposit consumption
Once the deposit has been created and paid, we can start to consume the deposit. When we say we consume a deposit, we are simply adding it to a folio as if we were making a payment.
To consume a deposit, we only need to follow these two methods
Option 1: Add deposit in folio
If the header of a folio is assigned to a company or individual that has deposits pending to apply (Pending to apply), the Add deposit button will appear in the folio as shown below
Option 2: Add deposit
If, on the other hand, the header of the folio is assigned to a company or individual without deposits pending to apply, we can only force the application of a deposit through More as shown below
From there, we will search by the corresponding deposit name and select the corresponding amount. The Ulyses Cloud hotel management system recommends the amount we should charge, although we have all options available
- Amount recommended: This corresponds to the total outstanding on the folio
- All amount: This corresponds to the total amount pending to apply from the deposit
- Custom amount: This corresponds to the amount we enter
Revert deposit from a folio
If we have mistakenly applied a deposit to a folio that we should not have and wish to revert the operation within the same day of application, This operation does not process a refund of the deposit but simply unlinks the deposit from the folio to which we have added it.
Below we can see how the following deposit is removed from the folio
After reverting
Assign deposit to reservation, company, or individual client
To move an existing deposit to a reservation (individual or group, to a company, or to an individual client), we must go to the deposit detail and:
- Then indicate where we want to move it (Reservation, Group, Company, Individual)
- Finally, select where we want to move it