Refund a Group Advance Deposit (Cloud) 🎥
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A Group Advance Deposit may need to be refunded in cases such as group cancellation, overpayment, or contract adjustment. This article walks you through the process of refunding a group advance deposit from the Group Master Folio. Because refunds reverse posted deposit transactions, they should be done carefully and in accordance with property policies (If you're instead trying to void a deposit before posting, see the Void a Group Advance Deposit article).
Path: Front Office > Group > Search > Open the Group
Instructions
1. On the right side of the screen, click Deposit Details.
2. In the list, highlight the deposit entry you want to refund.
3. Click Refund Deposit to open the refund dialog.
4. In the Refund Deposit dialog, you’ll see two key fields: Forfeit and Refund. These amounts are pre-filled automatically based on your property’s financial settings, but can be manually adjusted if needed.
- Forfeit: the portion of the deposit your property keeps (for example, as a cancellation fee).
- Refund: the amount being returned to the group.
How the fields work:
- Changing the Forfeit amount automatically updates the Refund amount.
- Changing the Refund amount does not change the Forfeit, but it will adjust the Deposit Remaining balance.
Review both values carefully before posting to ensure the correct amount is refunded or forfeited according to property policy.
5. Select the Method of Refund you’ll use for the transaction (for example, Credit Card, Check, or Cash).
If the refund is being processed by credit card, always use the same card that was used for the original advance deposit.
If there is no refund to issue (for example, when the full deposit is forfeited), select Cash as the Method of Refund before posting. This ensures the transaction records are correctly entered in the system.
6. Click Post to complete the refund.
7. Once the refund and/or forfeit is posted, new lines will appear in the Deposit Details window showing each transaction. These lines reflect the amounts refunded and forfeited, along with updated balances for the Group Master Folio.
Still Need Help With This Topic?
Ask Yourself:
- Is the correct deposit entry selected?
- Does the refund amount match the contract or policy?
- Do I have the role/permission to process refunds?
Support May Ask You:
- Which group (name or ID) are you refunding for?
- Which deposit line did you select?
- What refund amount and payment method did you choose?
- Did any error message appear after clicking Post?
- Do you have a relevant screenshot of the deposit or refund dialog?
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