Policies

[Reservation summary dialog box > Policies tab]

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Deposit policies

[Reservation dialog box > "Policies" tab > Deposit policies]

The display and management of the deposit policies for the reservation are done in the Deposit policies tab.

If a deposit policy is linked to the booked rate code, the policy automatically appears here - including the Due date and the Amount due.

Note: Deposit policies posted by means of the rate code cannot be altered.

Column

Description

Type

Lines marked with Deposit stand for the deposit amount that is being charged based on the deposit policy.

Entries marked as Payment stand for received payments. Due deposits and received payments are set off against each other.

Name

Name of the booker / guest. Displayed for booked payments.

Due date

Date up to which the deposit needs to be paid. Maturity occurs as soon as the due date has expired. The due date is determined by the policy valid for the reservation.

Amount due

Amount that is due according to the policy, ie., 50% of the total amount.

Amount received

This is the amount that has been paid (corresponds to the payments posted on the invoice - see further down: "Posting a deposit"). As long as a payment has not been made, the amount is 0.00. 

Outstanding amount

The difference between the amount due and the amount received. When the amount due has been balanced, the amount is 0.00.

Description

Description of the respective policy.

Adding deposit policies

[Reservation dialog box > "Policies" tab > Deposit policy > Add]

Click on the Add button to manually add a deposit policy to the reservation - see next figure:

In the next window, you can either allocate existing policies or determine an individual policy for this reservation (bear in mind that both options are not possible together).

Add Deposit policy

Existing policies

Deposit policies

From the dropdown list, select the policy that you would like to use for the reservation.

Custom policies

Fixed amount

Enter the deposit amount that is to be charged for this reservation.

Due date

Enter the due date up to which the amount is to be paid.

Delete Deposit policy

[Reservation dialog box > "Policies" tab > Deposit policy > Delete]

Manually inserted policies can be deleted. To delete the policy, simply mark it and click on the Delete button. The amounts in connection to the policy are then deleted.

A policy that has been booked via a rate code can NOT be deleted.

Posting a deposit

You can easily post a deposit in the invoice dialog box.

Open the invoice for the respective reservation (e.g., by selecting the reservation in the invoice list and clicking the [Open invoice] button).

Click the Invoice tasks button or open the context menu and click on Invoice tasks.

Then select the Post payment command - see next figure.

Enter the deposit amount received and click on "Post payment".

Close the window, open the reservation dialog box where you open the Deposit policies tab.

In the reservation dialog box, the posted deposit appears in the Amount received column - see next figure:

The outstanding amount is also recalculated.

Replacement codes

[Deposit policies]

Replacement codes enable you to export assigned deposit policies to the reservation confirmation. Replacement codes:

For individual deposit policies

Code

Description

${singleDepositPolicy.shortDescription}

Short description of the deposit policy

${singleDepositPolicy.description}

Description of the deposit policy

${singleDepositPolicy.type}

Calculation type

${singleDepositPolicy.valueDescription}

Exports the value that had been entered for the deposit policy (if available), possibly followed by a "%" or "-" sign and the description that has been saved for the policy. If "0" was entered as the value, only the description is displayed.

${singleDepositPolicy.amount.currencyStringWithSymbol}

Amount with currency symbol

${singleDepositPolicy.amount.currencyString}

Amount with currency

${singleDepositPolicy.dueDate}

Due date

For deposit policy groups (see description above):

${groupedDepositPolicy.shortDescription}
${groupedDepositPolicy.description}
${groupedDepositPolicy.type}
${groupedDepositPolicy.valueDescription}
${groupedDepositPolicy.amount.currencyStringWithSymbol}
${groupedDepositPolicy.amount.currencyString}
${groupedDepositPolicy.dueDate}

Display of open deposits when executing end of day procedure

[Office > End of day > Execute end of day > Outstanding deposits]

When executing the end of day procedure, any outstanding deposits will be indicated in the Outstanding deposits section - see next figure.

Clicking on the magnifying glass located next to the section about Outstanding deposits opens a list containing the corresponding details - see next figure.

Double-clicking on and entry opens the respective reservation.

Upon request, you can also print the list - see next figure:

Cancellation policies

[Reservation dialog box > "Policies" tab > Cancellation policy]

In the Cancellation policy tab, all of the policies valid for cancelling a reservation are displayed and managed. If a cancellation policy is linked to a booked rate code, it automatically appears here - together with the cancellation fee that is due and the date when the fee is due after cancellation.

Note: Cancellation policies booked via the rate code cannot be changed.

Due date: Date when the cancellation fee takes effect. The due date is taken from the respective policy. If the reservation is cancelled before this date, there will not be any cancellation fees charged, or the cancellation policies of the previous level apply (only if the cancellation fee is staggered).

Amount due: According to the cancellation policy, the amount due if the guest cancels the reservation before the indicated due date.

Description: Describes the respective cancellation policy.

Adding cancellation policy

[Reservation dialog box > "Policies" tab > Cancellation policies > Add]

Click on the Add button to manually add a cancellation policy - see next figure:

In the next window, you can either allocate existing cancellation policies or determine an individual cancellation policy for this reservation (bear in mind that both options are not possible together).

Existing policies

Cancellation policy

From the dropdown list, select the cancellation policy that you would like to use for the reservation.

Custom policies

Fixed amount

Enter the cancellation fee that is to be charged for this reservation (flat).

Due date

Enter the due date when the cancellation policy takes effect. The indicated fees are charged for cancellations as of this date.  If the reservation is cancelled before this date, cancellation fees will not be charged.

Deleting cancellation policy

[Reservation dialog box > "Policies" tab > Cancellation policies > Delete]

Manually added cancellation policies can be deleted. To delete the policy, simply mark it and click on the Delete button.

A cancellation policy that has been booked via a rate code can NOT be deleted.

Replacement codes

[Cancellation policies]

Replacement codes enable you to export assigned Cancellation policies to the reservation confirmation. Replacement codes:

For individual Cancellation policies

Code

Description

${singleCancellationPolicy.shortDescription}

Short description of the Cancellation policy

${singleCancellationPolicy.description}

Description of the Cancellation policy

${singleCancellationPolicy.type}

Calculation type

${singleCancellationPolicy.valueDescription}

Exports the value that had been entered for the Cancellation policy (if available), possibly followed by a "%" or "-" sign and the description that has been saved for the policy. If "0" was entered as the value, only the description is displayed.

${singleCancellationPolicy.amount.currencyStringWithSymbol}

Amount with currency symbol

${singleCancellationPolicy.amount.currencyString}

Amount with currency

${singleCancellationPolicy.dueDate}

Due date

For Cancellation policy groups (see description above):

${groupedCancellationPolicy.shortDescription} ${groupedCancellationPolicy.description} ${groupedCancellationPolicy.type} ${groupedCancellationPolicy.valueDescription} ${groupedCancellationPolicy.amount.currencyStringWithSymbol} ${groupedCancellationPolicy.amount.currencyString} ${groupedCancellationPolicy.dueDate}

Related topics

System Data > Reservation > Policies

Invoice overview > Invoice tasks > Post payment

Hot Topics > Reservations > Cancel reservations > Cancelling a reservation with a cancellation fee

Lists > Policy collections

Display cancellation policies in reservation enquiry