HOW TO ENTER AND REMOVE BOOKING DEPOSITS IN HART PMS

HOW TO ENTER AND REMOVE BOOKING DEPOSITS IN HART PMS

HOW TO ENTER BOOKING DEPOSITS IN HART PMS: All booking types in HART PMS allow the user to enter deposits for them. In order to enter a deposit, the booking must have a Definite status. The place for you to enter the deposits is: For Room Booking: Tab Traces (bottom part of the window). For Group Booking: Tab Deposits. For Function Booking: Tab Financials (bottom part of the window). For Non Resident Bookings: Tab Deposits. The information that you must (or can) enter for each deposit is the following: Reference No: Here you can key in a deposit a reference no (usually used for bank deposits). Payment Method: Here you must select the deposit payment method from the drop down menu. Amount: Here you must key in the deposit amount. Guest/Account: Here you must select the name of the guest or the account who made the deposit from the drop down menu. Date: The deposit date (generated automatically by the system, based on the hotel day). Unit: Here you can select the appropriate business unit (if the property is a multi-unit property). Receipt number: Here you can see the deposit receipt number (if after you press save, you press the Receipt button, a Deposit Receipt is issued. Its number appears inside this field). Once the booking is checked in, the deposit amount will go straight in the Credit column of the Billing tab. The buttons on the right help you do the following: Remove: Removes the deposit (instructions follow). Activate: In rare cases, some deposits so not get processed during check in and therefore, do not appear inside the Billing tab. By pressing this button you can activate a non processed deposit. Credit Card: This button allows you to activate the tokenization feature in HART PMS (please visit relevant manual). Receipt: This button allows you to print a Deposit receipt for the deposit. If you press the button for a second time, you will get a Deposit Receipt reprint. Transfer: This button allows you to transfer the deposit to another: 2

Room Booking Function Booking Facility Booking Group Booking Non Resident Booking Folio Inside the ID field you must key in the ID of one of the above and then press OK for the deposit transfer to take place. 3

HOW TO REMOVE BOOKING DEPOSITS FROM HART PMS: For you to be able to cancel a booking, that already has a deposit in it, you must first remove the deposit and then cancel. The Remove button inside the Traces/Deposits tab of bookings allows you to: Just remove the deposit Remove the deposit and at the same time issue an invoice for cancellation fees. JUST REMOVE THE DEPOSIT: 1. Press the Remove button. The window that will open in front of you is the one that will help you remove the deposit: 2. Unselect the Print Invoice check box. 3. Press OK. The deposit will be amended without charging cancellation fees: 4

REMOVE THE DEPOSIT AND ISSUE AN INVOICE FOR CANCELLATION FEES: For this feature to work you must first go to Configuration Global tab Advanced and make sure that the Cancellation field has the appropriate revenue center (Cancellation Fees). Then follow the steps below: 1. Press the Remove button. The window that will open in front of you is the one that will help you remove the deposit and charge the cancellation fees. 2. Either key in a percentage inside the Charge% field (it will calculate this percentage from the total of the Deposit Amount) or an amount inside the Charge Amount field. 3. Leave the Print Invoice check box selected and press OK. The deposit will be amended and at the same time HART PMS will issue an invoice for cancellation fees. 5