Deposits on Reservations

Counter Menu -> Contract Deposits / Work Order Deposits -> Reservation Deposit option -> Deposits on Reservations

This program can be used to add a deposit to an existing reservation and reprint the reservation, without having to review the whole reservation in Reservations.
Deposit history can be viewed, including when previous deposits were taken, how much, and the method of payment used.

This utility can also be used to refund deposits, if a customer decides to cancel a reservation.

A deposit is money received as a security against the equipment rented.
It is assumed that only money which can be taken to the bank that night is a deposit; a blank credit card imprint or a blank check is NOT a deposit since actual money has NOT yet changed hands.
A deposit is NOT a credit card authorization for a fixed spending limit by your customer.

The Outstanding Deposits Report can be used to track deposits taken.

Note: When the Delete Requirements for Honoured flag is activated in the Company Reservation Parameters, "honored" reservations become historical reference documents, and additional deposits cannot be taken once they are "honored".

TYPE OF DEPOSIT

Select one of the following document types to receive the deposit:

• Click Contract and add the contract deposit as outlined as outlined in Contract Deposits.
• Click Reservation and add the reservation deposit as outlined below.
• Click Work Order and add the W.O. deposit as outlined in Work Order Deposits.

RESERVATION #

Enter the reservation number or look it up in the Reservation Search window.

BILL TO NAME

The customer's billing name is displayed on the screen, so that the operator can visually confirm that this is the right reservation.

AMOUNT OF DEPOSIT REQUIRED

The required deposit amount defaults from the source Reservation.

For a Cash customers, settings in the Company Contract Parameters can require that the customer pay the total Estimated Rental and/or any Security Deposit on rental equipment.

DATE DEPOSIT REQUIRED

The date that the required deposit amount is due also defaults from the source Reservation.

The Reservation Deposits Reminder List can then be used to track when the deposit is due, and the Log Reservation Deposit Reminder Calls utility used to note when the customer was called and set the next call date if the deposit is not made.

ACCUMULATED DEPOSITS

The sum of previous deposits taken on this reservation appears on the screen.

A button is provided to view the deposit history on this reservation as outlined in Deposit History.

Deposit Request

Click the EMAIL FOR DEPOSIT button to email this document to the customer requesting a deposit payment on the Reservation. This is useful when the customer is not present.
The Email For Deposit window is generated where a single address can be selected or entered to receive the email document request and the deposit amount required.

If the Texada Pay feature is not enabled, a warning is triggered and a Marketing link is generate when the user clicks OK to provide more information on Texada Pay.
Contact Texada Services to activate this feature.

ADDITIONAL DEPOSIT AMOUNT

Enter the amount of the new deposit as positive.
This will add to the outstanding accumulated deposit on the reservation.

Deposit Refund:
If a reservation is cancelled or voided, any outstanding deposit must be refunded in order to close or delete the reservation.
A deposit refund can be entered as a negative dollar amount, usually in the same Method of Payment that it was taken.
e.g. if a Visa deposit was taken, then a Visa refund is usually issued.

With Texada Pay if the 'Refund Existing Payment Only' control is activated in the Texada Pay configuration, a one-time refund can only be given if it is less than or equal to an existing deposit transaction amount.
Some clearing houses will not approve a refund unless the original payment has been processed and approved so if a refund cannot be processed immediately the operator is given the option to add the Refund Request to the TP Pending Refund Queue table to be re-submitted to the clearing house at a later time.

METHOD OF PAYMENT

Enter the payment method or select how the dollar amount was taken from the options outlined in Taking the Payment Options and Explanations.
The payment method is based on whether the Texada Pay feature has been activated and the currency of the Customer.

DATE

Enter the date the deposit was received. This defaults to today's date.

PRINT RESERVATION

Uncheck this box to skip reprinting the reservation.
Check this box to reprint the reservation with the additional deposit information.

A printer can be confirmed or re-selected from the Printer option located on the menu bar at the top of the screen.

PRINT EXTENSIONS

Check this box to print the product amounts and totals on the reservation.

Uncheck this box to omit the reservation totals, but to include the deposit totals.

Finished?

Click ACCEPT to complete the deposit or CANCEL to abort this deposit entry.

CLERK Confirmation

If the Prompt For Clerk flag has been set in the Company Security Parameters, the Clerk Confirmation window is triggered to capture the clerk code and also the password if required.
If this security feature is not used and a clerk code is not entered, then the current operator signed in will be assumed.

CASH DRAWER

If the operator signed in has been flagged to utilize the Cash Drawer in Operators, the associated drawer opens per the command set in the Cash Drawer utility.
If a specific drawer has not been assigned to the operator, then the default drawer assigned for the document division in Divisional Miscellaneous Parameters, opens.
An audit record is written to the Cash Drawer Inquiry for function RSRH15, with the system generated reason of "Add Reservation Deposit".

PRINT PRODUCT RATES Confirmation

This Print Product Rates window only appears when a reservation is to be printed with no extensions, and if the option to Prompt to Print Rates when Suppressing Extensions, is activated in the Divisional Contract Parameters for the document's division.

GENERATE RECEIPT

The Print Receipt pop-up is triggered for the payment only if the 'Prompt for Payment Receipt' feature is activated in the Company Customer Forms Configuration settings.

Refunds By Check
If there is insufficient cash in the drawer to issue the refund, a check can be written to the customer for the refund amount instead.
Follow the Deposit Refund by Check Alternative steps described for issuing check refunds on a document in Contract Deposits, entering the refund against the appropriate reservation.