Stayntouch PMS How To Find A Deposit
To find a deposit, we'll start by navigating to Financials > Journal.
From the Journal, you'll be able to find the deposit balance as of End of Day for a specific date. First, we'll begin by selecting a date from the calendar option.
You can select any date you wish; however, for this example, we'll keep the current date.
If you're looking for a larger date range, you can find a few reports on deposits by going Reports > New Report.
First, let's select the Deposit Balance Summary Report.
With this report, you can differentiate between either guest and account deposits.
You can also sort by name, debit, or credit.
Then click RUN REPORT to generate the report.
Click GO TO INBOX to view the report.
From the Reports Inbox, click the report name to pull up the full report.
Moving back to Reports > New Report, this time we will select the Guest Deposit Report.
In this example, we'll delete the DEPOSIT DUE DATE RANGE and PAID DATE RANGE, which have been automatically populated.
In this example, we'll choose to show deposits for arrivals in May.
Under the OPTIONS dropdown, you can also choose to show only due, paid, or past deposits, but we'll leave all of these filters open for now.
In this example, we'll select to show deposits by Reservation Number.
We'll then click RUN REPORT and GO TO INBOX.
If your report hasn't finished running, you can click the refresh button at the top left side of the screen to see if the report is complete.
At the top of the report, you can see totals for the amounts DUE, PAID, PAST DUE, and NO. OF RESERVATIONS.
We'll take a look at the last deposit report by going back to Reports > New Report.
Again, we'll search by deposit and select the Group Deposit Report.
Similarly to the Guest Deposit Report, you can select a PAID DATE RANGE, but also a GROUP START DATE RANGE.
From the OPTIONS dropdown, you can also select to show deposits paid, but we'll leave that unselected here.
You can leave the SORT BY option as it is, as there are no options to select.
You can then click RUN REPORT and GO TO INBOX.
We'll then open the report from the Reports Inbox.
If your hotel is using the auto-charge functionality, you can navigate to Settings > Hotel & Staff > Settings & Parameters.
Under the Auto Charge section, you'll see the option to enable COLLECT DEPOSIT AUTOMATICALLY AT END OF DAY. This will automatically take deposits during End of Day whenever a deposit rule is assigned to a rate. For example, if you have a rate that allows guests to pay 50% two weeks prior to arrival and the other 50% upon arrival, Stayntouch PMS can add a deposit rule that automatically posts this for guests.
You'll also notice two ALSO, COLLECT DEPOSIT AT options. Once auto collection is run, and the reservation pays the deposit, the reservation will be flagged, so it does not go through the same process during End of Day—unless the first round failed or the deposit request was not honored. Setting multiple times for deposit collection is beneficial for the deposit collection scheduled for the day of arrival. The reservations can be secured earlier in the day for the collection times set.
You can find those deposits by going to Financials > Auto Charge.
Here you'll see all of the charges that have been made during End of Day for the selected date.
You can also select a status of ALL DEPOSIT RESERVATIONS, APPROVED TRANSACTIONS, or DECLINED TRANSACTIONS. We'll leave this as ALL DEPOSIT RESERVATIONS.
By clicking on a reservation, you'll be taken to the stay card for that reservation.
Clicking on BILL & CHARGES will show the actual posting for you to review.
