When a deposit has been configured for a reservation, it will be displayed within the reservation. From this overview, you can manage the deposit and perform various actions.
You can refund the deposit, recalculate it, disable it, or adjust the amount to be refunded.
Refunding a deposit
If you want to refund the deposit to the guest, click Refund.
Within the deposit overview, you will see several amounts:
Rate: the original deposit amount.
Refunded: the amount that has already been refunded to the guest.
Total: the amount that is still outstanding and may need to be refunded.
This total amount is also included in the overall reservation balance.
Based on the value shown under Total, you can see how much still needs to be refunded to the guest. When you click Refund, a new window will open where you can specify the amount you would like to refund.
After entering the amount, click Refund. You will then be automatically redirected to the refund creation screen, where the specified amount has already been filled in.
If the deposit was paid through a connected payment provider, such as Mollie or Stripe, the refund will be processed automatically once it has been created.
If the deposit was paid through a manual payment method, such as a bank transfer, card payment, or cash payment, you must manually return the amount to the guest yourself.
Note: As soon as you click Refund in the first window, the specified amount is immediately deducted from both the deposit and the reservation total. If you do not subsequently register a refund in the Transactions screen, a negative outstanding balance will appear on the reservation because the refund has not actually been processed yet.
Recalculating a deposit
If the reservation has been changed, it may be necessary to recalculate the deposit.
Click Recalculate to calculate the current deposit amount again based on the updated reservation details.
Use this function, for example, when changes to the reservation affect the deposit amount.
Disabling a deposit
If you no longer want to charge a deposit for the reservation, you can disable it.
Select the 'Switch off' checkbox to remove the deposit from the reservation.
Important: Always check whether the deposit has already been paid before disabling it.
Adjusting the refund amount
By default, the full deposit amount will be refunded. In some situations, you may only want to refund part of the deposit, for example when costs have been incurred due to damage or additional cleaning fees.
Before creating the refund, you can adjust the refund amount to the desired value. To do this, hover over the deposit name. A pencil icon will appear, allowing you to edit the amount.
Only the specified amount will then be refunded to the guest.