Hotel Deposit

Overview

The Deposit section is used to manage and track deposit rules and payments between the hotel and the system. Deposits ensure that a financial commitment is secured for reservations and can be linked to invoices and repayment terms. This module provides an overview of all deposits, amounts, dates, and repayment status.

Purpose

• To record and manage hotel deposit agreements.

• To track payment dates, amounts, and repayment obligations.

• To connect deposits with invoices for proper financial reconciliation.

• To provide transparency on outstanding and completed financial obligations.

Fields and Explanations

Filter Options (Top Section)

1. Deposit Date From / To

   • Filters deposits by their effective start and end dates.

   • Useful for reviewing deposits in a specific period.

2. Invoice Date From / To

   • Filters by invoice issue dates.

   • Helps match deposits against issued invoices.

3. Invoice No

   • Search deposits linked to a specific invoice number.

4. Display / Clear Buttons

   • Display → Applies the chosen filters.

   • Clear → Resets filters to show all deposits.

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Deposits Table

1. Deposit Date - The date the deposit is registered.

   • Example: 01-11-2025.

2. Payment Type - The category of the deposit (e.g., NormalDeposit).

3. Amount - The value of the deposit for that entry.

   • Example: 500.

4. Total Amount - Sum of deposits recorded.

   • Ensures visibility of the overall financial commitment.

5. Payback Date - The date when the payment is made. At the final payment, the deposit is deducted from the hotel invoice, only if it's in the paid status.

   • Example: 30-11-2025.

6. Payback On - The system field to indicate when repayment occurred (if applicable).

7. Invoice No - Links the deposit to a specific invoice, if one has been issued.

8. Deduction - Field where deductions from the deposit can be entered.

   • Used to record amounts subtracted for costs or adjustments.

9. Delete (Trash Icon) - Removes a deposit entry.

   • Use carefully, as financial records may need to be retained for audit purposes.

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Invoices Section (Bottom Table)

1. Date - Date of the invoice related to the deposit.

2. Deposit Paid - Amount paid by the customer as a deposit.

3. Deposit Payback - Amount refunded or adjusted back to the customer.

4. Rest Payment - Remaining balance to be paid after deducting deposit and adjustments.

5. Invoice No - Reference number of the linked invoice.

6. Archived - Indicates whether the invoice record is archived.

7. Status - Shows the current processing status of the invoice.

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Buttons & Options

• New Deposit → Add a standard deposit entry.

• New Special Deposit Rule → Create a custom rule (e.g., different amounts, exceptions, or conditions).

• Archived also (dropdown) → Controls whether archived invoices are visible.

Deposits are paid at a date agreed upon in the contract between companies/agencies and creditors

A feature has been added: the Special Deposit Rule. It is used to pre-calculate the deposit amount for multiple deposit dates. It requires the allotments and costs of the rooms to be set in the hotel