Void a Group Advance Deposit (Cloud) 🎥
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A void cancels a posted Group Advance Deposit when the deposit was recorded in error — for example, wrong amount, duplicate posting, or incorrect group — before arrival. Unlike a refund, voiding removes the deposit entirely, as if it were never posted. Use the steps below to void a group advance deposit from the Group Master Folio. If you need to reverse a deposit by issuing money back to the guest, see Refund a Group Advance Deposit (Cloud).
Path: Front Office > Group > Search > Open the Group
Instructions
1. Click Deposit Details (right side of the screen, below the Tools section) to open the deposit list.
2. In the list of advances, highlight or select the deposit line you need to void.
3. Click Void Deposit to initiate voiding.
Credit card advance deposits can only be voided before the batch has been settled. If the transaction has already settled, use the Refund option instead of Void.
4. Enter a reason for voiding (e.g., duplicate, error). Click OK (or Confirm) to finalize the void.
5. Once the void is posted, a new line will appear in the Deposit Details window showing the voided transaction. This entry confirms that the original deposit has been canceled and updates the group balance accordingly.
Still Need Help With This Topic?
Ask Yourself:
- Am I voiding the correct deposit line in the Deposit Details window?
- Has the credit card transaction been settled yet? (Credit card deposits can only be voided before settlement.)
- Am I within the allowed time window (typically before arrival)?
- Do I have the permission level required to void deposits in the system?
- Should this be a void or a refund based on the situation? (Use refund if funds were already processed or settled)
Support May Ask You:
- Which group (name/ID) is involved?
- Which deposit line was selected?
- What void reason did you enter?
- Did any error or warning appear when you clicked OK?
- Can you provide a screenshot of the deposit list or void dialog?
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