Post a Guest Advance Deposit (Cloud) š„
š„ Watch Video
Advance deposits play a key role in hotel operations by securing reservations, ensuring payment commitment, and maintaining accurate financial records. In Visual Matrix Cloud, you can post an advance deposit directly from the reservation page in two ways. Both methods capture the payment and link it to the reservation, but the process differs slightly depending on which option you select. This article walks you through both approaches, explains how default settings affect the posted amount, and highlights important tips to avoid common mistakes.
Path: Front Office > Reservations > Search > Open the reservation
Post an Advance Deposit from the Toolbox
1. In the open reservation, locate the Toolbox panel on the right and click Post Deposit.
2. Select the payment method (e.g., credit card, cash).
āAdv Deposit PrePaidā is not a payment method. Use it only to record a deposit already collected outside Visual Matrix. If your property does not use this code, you can deactivate it to avoid misuse.
3. Review the prefilled deposit amount. Keep it as is, or override if necessary.
The deposit amount is prefilled by the system. If posted before arrival, it follows your credit card interface setup (first night or full stay). If posted on the day of arrival, it defaults to the full stay amount. You can override this amount if needed.
4. (Optional) Enter any extra details such as a reference or comment in the final field.
5. Click Post to complete the deposit.
Post an Advance Deposit from Deposit Details
1. In the reservation window, click Deposit Details.
2. In the Deposit Details window, select Post Deposit.
3. Select the payment method (e.g., credit card, cash).
āAdv Deposit PrePaidā is not a payment method. Use it only to record a deposit already collected outside Visual Matrix. If your property does not use this code, you can deactivate it to avoid misuse.
4. Review the prefilled deposit amount. Keep it as is, or override if necessary.
The deposit amount is prefilled by the system. If posted before arrival, it follows your credit card interface setup (first night or full stay). If posted on the day of arrival, it defaults to the full stay amount. You can override this amount if needed.
5. (Optional) Enter any extra details such as a reference or comment in the final field.
6. Click Post to complete the deposit.
The Deposit Details option not only lets you post a new deposit but also shows a recap of all deposits already entered for the reservation.
Still Need Help With This Topic?
Ask Yourself:
- Did I open the correct reservation before posting?
- Am I posting before arrival or on arrival day (to know the default calculation)?
- Did I choose the correct payment method (and not āAdv Deposit PrePaidā by mistake)?
- Did the deposit appear in the reservation after posting?
Support May Ask You:
- What reservation number or guest name are you working with?
- Which posting method did you use (Toolbox or Deposit Details)?
- On what date relative to arrival did you post the deposit?
- What payment method did you select?
- Did you receive any error or see the deposit missing after posting?
Related Articles
Related Articles
Refund Guest Advance Deposit (Cloud) š„
? Watch Video Refunding an advance deposit helps correct mistakes or handle guest cancellations. In Visual Matrix Cloud, refunds are permitted only before check-in, because after check-in the deposit moves to the folio and affects ledger entries. ...Void a Guest Advance Deposit (Cloud)
Sometimes a deposit is posted by mistake, for the wrong amount, or needs to be canceled before the guest checks in. Voiding an individual advance deposit in Visual Matrix Cloud removes that payment from the guestās recordāhelping your team maintain ...Print an Advance Deposit Receipt (Cloud)
Advance deposits are a vital part of hotel operationsāthey reassure guests that their reservation is secured and give your team clear records of payments received. In Visual Matrix Cloud, you can quickly provide proof of these deposits through ...Cancel a Guest Reservation w/ an Advance Deposit (Cloud)
When a reservation is canceled, whether by the guest or property, the system needs to follow your cancellation policy and deposit rules. If the cancellation is outside the allowed policy period, the system will prompt you to confirm and to provide a ...Post a Group Advance Deposit (Cloud) š„
? Watch Video A Group Advance Deposit is a prepayment collected from a group before arrival and applied directly to the Group Master Folio. It secures the groupās reservation and ensures all payments are tracked centrally for accounting and ...