Refund a Transferred Advance Deposit (7T)
Once an advance deposit has been transferred to a guest folio (transaction code 7T), it becomes part of the guest ledger. If that deposit needs to be refunded—for example, due to a cancellation or payment error—you can’t void the 7T directly without affecting your accounting balance. Instead, you’ll need to process a refund using the same payment method that was used for the original deposit. This article explains how to safely refund a transferred advance deposit while keeping your folio and ledger balances accurate.
Path: Front Office > Cashiering > Guest Account > In House Guests > Open the Folio
Never void a 7T transaction. Voiding a 7T will create an imbalance in your daily guest ledger. Always process the refund using the method described below.
Instructions
1. Confirm the Advance Deposit: Verify that the advance deposit (7T) appears correctly in the folio transactions.
2. Review the Reservation Details:
- Click View Res to open the reservation associated with the folio.
- On the right panel, select Deposit Details.
- Note the original method of payment used for the advance deposit.
3. Return to the Folio: Close the reservation window to go back to the folio screen.
4. Process the Refund:
- Post a refund using the same method of payment as the original deposit.
- Use the appropriate refund transaction code from the list below.
| Advance Deposit posted | Refund to post to balance the 7T |
| 7C - Advance Deposit Cash | CR - Refund Cash |
| 7H - Advance Deposit Check | RH - Refund Check |
| 7A - Advance Deposit Amex | AA - Refund Amex |
| 7G - Advance Deposit Diners | AD - Refund Diners |
| 7I - Advance Deposit Discover | AI - Refund Discover |
| 7V - Advance Deposit Visa/Mastercard | AV - Refund Visa/Mastercard |
| 7P - Advance Deposit Prepaid | MS - Misc Charge |
Still Need Help With This Topic?
Ask Yourself:
- Did I post the refund using the same method of payment as the original deposit?
- Does the refund appear correctly in the folio and balance reports?
Support May Ask You:
- What is the guest’s name or folio number?
- Which refund code did you use?
- Was the reservation in-house or already checked out?
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