Advanced Deposit Configuration and Payment Process

From the HotelKey Home screen, select the property and then Property Settings under Administration.

Once in the Property Settings, navigate to Advance Deposit Configuration and click on it to reveal the menu item for the same, Advance Deposit Configuration

Notice - this feature is permission based

Configuration creation for an Advance Deposit to be taken on a reservation (see image)

Key elements to be configured:

• Enable Advance Deposit Charge flag = ON

  • this allows for the ability charge for the advance deposit

• Enable Auto Deposit Charge Creation = ON

  • this allows for the advance deposit charge to auto post per rules setup

• Auto Deposit Charge Invoice Type

  • Select Invoice here, as this is property localization specific

• Charge Type

  • the charge type associated with Advance Deposit (‘Advance Deposit 7PCT’).

  • Contribution Type = PERCENT

  • Contribution Value = 100 (or the value amount that should be taken as the advance deposit)

In this example, 100% of the room rate will be taken as the advance deposit on the reservation

• Qualified Reservation Statuses = BOOKED

  • deposits will be taken on booked reservations only

• Generate Bill for Deposit Charge = ON

  • an invoice will be generated at the time the Advance Deposit it taken

• Qualified Payment Types = Credit Card

  • credit card type may vary depending on property

The Retry Config allows for scheduling the frequency Advance Deposits will be posted to reservations.

From Property Settings, navigate to Advance Deposit Retry Config

Notice - this feature is permission based

Select New

Note - Once an Advance Deposit rule is configured, the option to create additional rules is removed. Only one configuration can be active.

• Select the Offset Type to configure the frequency advance deposits are taken on reservations

  • Choose Daily Multiple Times to setup multiple times deposits are scheduled

• Select Multiple Time Slots to schedule the timing for deposits to be taken on reservations

• Schedule the Start Date for the configuration to begin

Click on Save

The configuration

When configuration is complete and saved, you will have to Deactivate the config to make any changes

To view Scheduled Advance Deposits

• Select the Advance Deposits tile

The Advance Deposits by Arrival screen shows the Reservation Status, Deposit Status, Total Deposit Required, Deposit Collected, Confirmation number, etc.

Deposit Statuses shown include Paid, Unpaid, Cancelled, Partially Paid, Unused, etc

To view payment schedules on a reservation, Click on the reservation

• Select the Folio tab

• Click on View Payment Schedules

The Deposit Schedule opens, revealing the payment status

• Pending = payment has not yet been taken or posted on the reservation

Once the configured time for deposits to be charged has occurred, the status of the reservation will change.

Once the Advance Deposit has been applied, the status in the Deposit Schedule will show as Processed.

The Invoice for the Advance Deposit Payment will be sent automatically to the contact email on the reservation when the payment has been applied, during one of the

On the Folio of the reservation, you can see the Advance Deposit Payment posted and the offset Advance Deposit Charge