How to Handle Advance Deposit Payment in Softinn PMS

Hello Softinn PMS user! Your guest would like to make a reservation but she does not know when is the exact check-in date & how many guests will be coming.

In this case, you can request your guest to put an advance deposit first to guarantee the reservation at your hotel.

Check out the video & guidelines below to find out how to add Advance Deposit in Softinn PMS :

Steps to Add Advance Deposit in Softinn PMS:


Follow the guidelines below:

Step 1 : Login to Softinn PMS.

Step 2 : Select the correct property

Step 3 : Click ‘Guest

Step 4 : Click ‘Advance Deposits

Step 5 : Click ‘Add Advance Deposit

Step 6 : Insert Guest Name, if the guest is your existing Hotel guest

  • Note : If she is a new guest to your Hotel, you would need to add her to your All Guest List first before you create an Advance Deposit for her.
  • To add the new guest, you’ll need to click ‘Guest‘. Then, click ‘All Guest‘. Click ‘Add New Guest‘ and fill in the guest details.
  • Once added, you can go back to the ‘Advance Deposit’ page

Step 7 : Insert the amount for Advance Deposit

Step 8 : Select the ‘Payment Method

Step 9 : Insert Remark, if any and click ‘Save Changes

Note: 

  1. You can generate a receipt for the advance deposit paid
    • Click ‘Generate Receipt
    • Click ‘Receipt No‘ to send the receipt to the guest
    • Click ‘Send to Guest
  2. Click ‘Apply‘ button to transfer Advance Deposit to your Guest Folio
    • If there is no reservation created for the guest, there will be no Folio available
  3. Click ‘Refund‘ to refund the remaining Advance Deposit to the guest
  4. Click ‘Edit‘ to edit the Advance Deposit, if needed
  5. You cannot void an Advance Deposit if it has been applied to a Folio

When the guest has confirmed her check-in and check-out date, you can proceed to create the Reservation in PMS.

After you’ve created the reservations, go back to the Advance Deposit page.

Steps to Transfer Advance Deposit to Guest Folio :


Follow the guidelines below:

Step 1 : Go back to Advance Deposit page

Step 2 : Click ‘Apply‘ button

Step 3 : Click ‘Folio

  • Select the reservation that you’ve created for the guest

Step 4 : Select the Room Charges

Step 5 : Click ‘Apply

Note:

  • On the Guest Folio page, the payment description will have the Advance Deposit No.
  • You can use Advance Deposit to the different Folio No. under the same guest name.

You’ll need to grant the User Access to your staff according to their role as to either View, Create, Edit, or Delete Advance Deposit transaction.

Define Your Hotel Staff User Access in Managing “Advance Deposit” :


Follow the guidelines below:

Step 1 : Click ‘Go to Extranet

Step 2 : Click ‘More

Step 3 : Click ‘Manage User

Step 4 : Click ‘Manage Role

Step 5 : Go to PMS section

  • You’ll need to tick this section to ensure the user can manage ‘Advance Deposit’
  • Tick as to give your PMS user the access to ‘View’, ‘Create’, ‘Edit’ or ‘Delete’ Advance Deposit

Hope this guide helps you on how to handle Advance Deposit Payment in Softinn PMS! 🙂

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