Ulyses allows you to add advance payments for a reservation by entering deposits. These can be applied to one of the stays in the reservation, to the entire reservation, or distributed among different stays:
In the last case, at the time of check-in, a "master" folio will be created for the entire reservation where the deposit we just created will be inserted.
We can enter a deposit through a reservation or through deposit management
- Reservation File > Select stay > Payments tab > click on New deposit
- Or through Billing > Deposits > New deposit > Select stay on which we want to apply the deposit
- Name: Enter a reference going to create, by default it will be the reservation number.
- Consumption date: Indicates the expected date on which the deposit will be used
- Folio type: Allows you to indicate which folio the deposit should be applied to. If not specified, it will be applied by default to the folio configured in the product at the chain level.
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Deposit: Indicates the type of deposit to be created:
- Receipt Deposit: Generates the collection movement in the register, but does not issue an invoice. Allows you to send a document as proof of payment.
- Deposit 10 or Deposit 21: Generates the collection movement in the register and issues a fiscal invoice at 10% or 21% VAT depending on the products involved.
- Amount: Indicates the deposit amount
- Currency: Indicates the currency
- Invoice to: Select the holder of the deposit as appropriate.
- Reference : This filed lets you enter free text (check number, transfer reference, etc.), to make it easier to track and reconcile.
- Entry date : This field makes it easier to reconcile PMS transactions with the amounts actually credited to your bank account. It can be edited at any time, even after invoicing or closure.
Then we must select the deposit collection instance:
- Request payment: A payment request is sent via email or SMS, requires activation through a payment gateway.
- Pay now: When we collect payment at the time of entering the deposit.
- Pending deposit: If we enter a deposit to be paid on a specific future date.
In the next step, indicate the payment method for the deposit:
Once created, the deposit will be applied to the main folio of the reservation after check-in, as shown below:
Once check-in is completed
Note: When dealing with deposits collected at the same time they are entered, you can use the 'New quick deposit' option and skip some intermediate steps.
If you do not collect payment at the time, but need to schedule payment for a specific future date, use the 'Pending deposit' option:
Select the expected payment method for this collection, select the amount (either total or partial), and the deposit will be shown as 'Expected':
Finally, to apply the deposit when we receive the payment, select the deposit and from the 'Options' menu issue the deposit:This action will generate the register movement and the deposit status will change to 'Paid'