Deposits and Deposit Models

Modified on: Mon, 19 Sep, 2022 at 9:11 AM

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Clock PMS+ enables you to process prepayments for future services. We call these payments deposits. You can reflect them in a special type of folio to your bookings, companies and events. Subsequently, these amounts can be used to pay for specific services.

Deposit Models

Clock PMS+ supports two deposit handling models. The difference in the two models is in the way they are used. It is possible to work in parallel with both models or choose one of them. You can Enable/Disable each model from the Tax Settings menu, the Deposit Models section. 

"Transfer payment" Deposit Model

The use of the paid amount is initiated from a standard folio where the services for which the deposit will be used are charged. This model relies on the  "Get deposit from..." function.

As a result, the following are created:

  • A positive value payment in the receiving folio. The payment type is "Transfer (internal)", information about the source folio from which it has been transferred is maintained;
  • A negative value payment in the Deposit folio. The payment type is "Transfer (internal)", information about the receiving folio to which it has been transferred is maintained;
  • A credit note in the Deposit Folio (if the Deposit Folio has been closed), for the amount withdrawn. This is done for taxation purposes. The correction folio (credit note) has only one charge. It is of the "Pre-Invoiced Deposit" revenue group and is equal to the amount transferred. Thus, the value of the recognised revenue, which is of the 'Pre-Invoiced Deposit' revenue group, is reduced;

View from the deposit folio:

View from a standard folio:

Note: When the folio in which the deposit has been used is closed, the system issues a document for the full amount of services. The deposit amount is added as a "Transfer (Internal)" payment to the document.

Document:

Deduct charges Deposit Model

The use of the amount again through the standard folio is done through the "Deduct advance payment" feature in the charges section. The option is only available if the deposit folio is closed. It cannot be used for payments from open deposit folios.

As a result:

  • A negative value charge is created in the receiving folio. For the charge in the receiving folio there is information which exact deposit folio it is linked to. In the printout as well as in the screen, you can easily find out exactly which deposit folio it originated from;
  • In the deposit folio, under the "Deducted Advance Payments" section, a record is added of the amount used and in which folio it was used;

View from the deposit folio:

View from a standard folio:

Note: When the folio in which the deposit has been used is closed, the system issues a document for the difference that the customer must pay. The deposit amount is deducted as a charge with a negative sign.

Document:

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