How to Transfer Unused Deposits for Multiple Reservations

If a guest cancels their reservation after paying their deposit, and you don't have a future guest reservation to which to transfer the balance, but you want to retain the deposit so it can be used on a future reservation, follow the steps below. Please note, when creating a new reservation for a guest that has already paid a deposit, you may still need to collect a credit card from the guest for any charges not included in the deposit.

Step 1. Configure Payment Method

In Stayntouch PMS, navigate to Settings > Financials > Payment Methods.

Step 2. Create a New Payment Method

On the Settings > Financials > Payment Methods page, click + ADD NEW.
Create a Balance Transfer payment method with the following details:
- DESCRIPTION: Balance Transfer
- CODE: Enter a unique code for this payment method.
Make sure to click SAVE CHANGES.

Step 3. Toggle On

Make sure the Balance Transfer payment method is turned ON (toggle is green and right facing).

Step 4. Set Up Charge Code

Now, navigate to Financials > Charge Codes.

Step 5. Add New Charge Code

On the Charge Codes page, click + ADD NEW.
Create a charge code with the following details:
- CHARGE CODE: This code is unique to your property.
- DESCRIPTION: Balance Transfer
- CHARGE GROUP: Payment
- CHARGE CODE TYPE: Payment
- PAYMENT TYPE: Select Balance Transfer (This is what you configured above)
- FEES: Ignore asterisk; this is optional (You don't need to make a selection here)
Make sure to click SAVE CHANGES before navigating away.

Step 6. Create a Group for Balance Transfers

Create a group specifically for internal balance transfers. This will allow you to transfer deposits for multiple reservations to this group for use later. The deposits will sit in the Transactions tab until you're ready to transfer them to a new reservation. Please note, the group start date should be a date far in the future that way the deposit remains on the deposit ledger.

Pull up a cancelled reservation where the guest already paid the deposit. Then perform a balance transfer for the deposit paid on that reservation.

This will settle your account and bring the reservation balance to 0.00.

Move back into the group you created for balance transfers and perform a balance transfer for the same reservation.

When the guest comes back to make a new reservation for a future date, you can transfer the balance to the new future reservation. Simply search by GUEST / ACCOUNT NAME to transfer the balance.

Step 7. Run the Financial Transaction Data Custom Export

To view all deposit balance transfers, we recommend running the Financial Transaction Data Custom Export in Reports > Schedule a Report/Export > Custom Exports. You can select from the listed fields that you would like displayed and order them as you please. The important thing to consider is that under Set Filters, you select All for the DURATION, Charge code desc for the FIELD NAME, and Balance Transfer for OPTIONS. All other settings can be set as desired. When you're done, either select RUN NOW to run the report immediately, or select SAVE EXPORT to schedule it for another time.

Below is a sample report output.

Step 8. View Balance Transfers from the Journal

You can also view any balance transfers from Financials > Journal > SUMMARY > DEPOSIT BALANCE. Simply select a date from BALANCES AS OF EOD to view balance transfers for that date.

Step 9. Success!

You are all done once you reach this step. Great job!
If you need further assistance, submit a ticket to Customer Support.