Print Advance Deposit Receipt (Cloud)
Advance deposits are a vital part of hotel operations—they 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 different receipt options. Whether you need a simple confirmation letter, a detailed printout, or a proforma invoice, the PMS makes it easy to share accurate payment details with guests when they need them most.
Path: Front Office > Reservations > Search > Open the relevant reservation.
Send a Confirmation Letter with Deposit Totals
The confirmation letter shows the prepaid advance deposit in the summary section above the stay details (such as guest name, room, and dates). It includes only the total of all advance deposits—not a line-by-line breakdown. The letter is automatically emailed to the address on the reservation if one is available; otherwise, it will be printed.
To send/print a confirmation letter:
1. In the open reservation record, locate the Toolbox panel on the right.
2. Click Confirm Letter.
3. The advance deposit total will appear in the top right summary information.
Print a Detailed Deposit Receipt
Another option is to print the deposit details. This version cannot be emailed—it is only for printing.
To print deposit details:
1. In the reservation’s right-side Toolbox, click Deposit Details.
2. A window will open showing all advance deposits posted. Click Print in that window.
3. The printed output will use a clean, guest-friendly layout showing each advance deposit posted.
Generate a Proforma Invoice (With Deposits)
A Proforma Invoice is a preliminary invoice sent to guests before their stay, outlining expected costs (including advance deposits) for the reservation. Therefore, the Proforma Invoice will include any advance deposits that have been posted.
To send a Proforma Invoice:
1. In the reservation, open the right-side Toolbox.
2. Select Proforma.
2. On the Proforma Invoice, any advance deposit will appear on Day 1, listed after the charges for the first night of the stay.
Still Need Help With This Topic?
Ask Yourself:
- Is there an email address listed on the reservation to send the confirmation or proforma?
- Have you already posted an advance deposit?
- Do you need a detailed breakdown of individual deposits, or is a total-only sufficient?
- Which format does the guest prefer (print, emailed confirmation, or invoice)?
Support May Ask You:
- Which method did you try (Confirm Letter, Deposit Details print, Proforma)?
- Did you see the deposit amount in the summary / in the Proforma? If not, is it missing entirely or blank?
- What is your reservation number/guest name (to trace in the system)?