A Complete Guide to Deposit Requests

Modified on: Fri, 13 May, 2022 at 6:27 AM

Applies to:          Stayntouch Cloud PMS          

Manage Deposit Requests in Stayntouch Cloud PMS



By creating deposit requests in Stayntouch Cloud PMS, users can set specific rules that determine the amount and schedule in which deposits are collected prior to the guest’s stay. Stayntouch Cloud PMS allows for many different prepayment configurations – from setting a deposit request to apply to all of the hotel’s reservations – to configuring a deposit request for specific rate(s).




CREATE A DEPOSIT REQUEST

Step 1. Navigate to Settings

Select the menu at the top left corner of the page and navigate to Settings.





Step 2. Select Rates > Rules & Restrictions


Click Rates from the left column. Once in the Rates Setup section, select Rules & Restrictions.





Step 3. Deposits Requests


Scroll down to the bottom of the page where the Rules section is located. Beside the Deposit Requests header, select + ADD NEW RULE.





Step 4. Configured the Deposit’s Rules and Settings 


Stayntouch Cloud PMS will automatically display fields and check boxes that allow you to configure the deposit request’s particular settings. Refer to the list below for an overview of the different fields and their functions.





Step 5. Save Changes 


Make sure to click SAVE CHANGES when you are done.



Before navigating back to the Dashboard, make sure the Deposit Requests toggle is turned ON, as well. And you're done!





TERMS & DEFINITIONS 


There are two main sections that require information during deposit request configuration: PART 1 and PART 2


The tables below provide definitions for these details that will assist you during deposit request configuration.





PART 1


*Mandatory Items 


*Policy Name: Name your deposit request.



Description: Provide an overview of the deposit request, so your team will understand the pricing breakdown and/or schedule in which the deposit prepayment will be collected prior to the guest’s stay.



Allow Editing of Deposit Payment: This setting will allow a Stayntouch Cloud PMS user to edit the deposit rule during reservation creation. Please note, managing this setting will affect the way the deposit amount displays on the Guest Details & Payment page during reservation creation. 


On: When this box is checked for the deposit request, a Stayntouch Cloud PMS user can edit the deposit field on this page.



Off: When the box is left unchecked, the amount field is not editable.



Apply to All Bookings: By choosing to use this setting, you are opting for one deposit rule to be applied to all reservations. Only one deposit request can apply to all bookings. A user can not configure multiple deposit requests to apply to all bookings.



Note: The only way this rule can be overridden is if during rate set up a user selects a different deposit request from the dropdown menu under Rules & Restrictions > Deposit Requirements.



No Deposit Request on Reservations with Routed Charge: In cases where a reservation has routing in place (i.e., with a company, group, or OTA), it is possible to bypass requesting a deposit from the guest by selecting this box.





PART 2


Schedule: The schedule function is a key tool when setting up the deposit and can be split into one or multiple installments.



*Amount: Enter the amount the guest should be charged.



*Amount Type: Specify if the amount you entered is a percentage, dollar amount, or nightly amount. 

  • Amount 
  • Percentage 
  • Night(s)



Note: If you select Amount or Nights for this field, you will not be able to specify a Per Night or Stay option (below). Only the Percentage option can be used in combination with the Per Night or Stay setting.


When the Percentage option is selected for the Amount Type, you may make one of the following selections from the Per Night or Stay field: 

  • Entire Stay: This will charge guests the deposit amount for the entire duration of their stay.
  • Every Week: This will charge guests the deposit amount every week of their stay (should only be used for longer stays).
  • First Night: This will charge guests the deposit amount only on the first night of their stay.



Scroll to the bottom of the page for a detailed explanation of payment schedules and amounts with percentages. 


Days in Advance: Set the number of days you’d like the deposit to be collected prior to the guest’s arrival date.



For reservations that are booked a considerable amount of time in advance (for example 3-6 months in advance) using the number 999 will prompt Stayntouch Cloud PMS to collect the deposit now – rather than at a date in the future. Setting this number to zero indicates to Stayntouch Cloud PMS that the deposit is due on the day of the guest’s arrival.


Max Number of Nights: This setting is useful in cases where the guest is staying for an extended period of time. If you'd like the amount calculated in the deposit to be less than the total nights booked, the Max Number of Nights allows the user to specify a different number when calculating the guest's deposit.



Example: 


For example, if a hotel has a reservation that is booked for 35 nights at a rate of $100 per night, but the Max Number of Nights for the deposit request is set to 30, then the breakdown of the pricing structure would be as follows: 


Total Nightly Rate: $100 

Max Number of Nights: 30 

$100 x 30 nights = $3,000 


If the deposit request has been configured to collect 25% of the entire stay 1 week prior to arrival and the remaining amount is due 1 day before arrival, the pricing structure breaks down as follows: 


Schedule #1: 25% of Entire Stay 7 Days in Advance 

$3000 x 0.25= $750 


Schedule #2: 100% of Entire Stay Due 1 Day in Advance 

$3000 – $750 = $2250 


The remaining amount the guest owes the hotel is $500. (For the *5 days not calculated in the deposit request). 


*35 nights - 30 max nights = 5 nights remaining


Auto Charge: Checking the box beside this setting will prompt Stayntouch Cloud PMS to auto-charge the deposit.





PERCENTAGES AND THE SCHEDULE FEATURE


During Deposit Request configuration, the Schedule feature allows the user to manage the deposit payment, so the deposit request is broken up into one or multiple installments. Just like the word “schedule” implies, this feature is all about timing and configuring when the deposit is due in relation to the guest’s arrival date.


100% Deposit Collection is Key 


It is important to note that if the hotel needs to collect full pre-payment for specific rates or bookings that the final amount in any of the schedules needs to be set to collect 100% of the deposit (whether it’s Schedule #1, Schedule #2, Schedule #3, Schedule #4). Try to think of each Schedule # as its own unique variable, rather than a total sum of the deposit. The image below depicts four different Schedule # configurations. In each case, the last Schedule would need to be set to collect 100% of the guest's deposit.





TEST YOUR KNOWLEDGE


Below are two examples that demonstrate how to set up a deposit request with two schedules (or installments) while collecting 100% percent of the deposit. 


Example 1: If the deposit request was configured to collect 25% of the guest's first night 7 days in advance, and to collect the remainder of the deposit the day before the guest's arrival, the deposit request would look something like this: 


Schedule #1: 25% of first night due 7 days in advance 

Schedule #2: 100% of first night due 1 day in advance


Schedule #1 Configuration



Schedule #2 Configuration





Example 2: Or if the deposit request was to collect 75% of the entire stay 30 days in advance, and then the remaining amount of the deposit 7 days in advance, your deposit schedule setup would look something like this: 


Schedule #1: 75% of entire stay 30 days in advance 

Schedule #2: 100% of entire stay due 7 days in advance


Schedule #1 Configuration



Schedule #2 Configuration



In both of the examples above, the last component of the schedule (Schedule #2), needs to be set to collect 100% of the remaining deposit balance. 


Setting any other number in this space will result in Stayntouch Cloud PMS collecting less than the total remaining deposit.

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