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 guest’s record—helping your team maintain accurate folios and avoid billing errors. This article shows you step-by-step how to void an advance deposit, and explains what to do if the deposit has already been transferred to the folio at check-in.
Path: Front Office > Reservations > Search > open the reservation needing adjustment
Instructions
1. Click Deposit Details to open the window showing posted advance deposits.
2. Choose the specific deposit line that you want to void.
3. Click the Void Deposit button.
4. Provide a reason for voiding the deposit (for your records).
5. Click "Post" to complete the void.
You can void an advance deposit only before check-in. If, however, a deposit has already been transferred to the folio during check-in, you won’t be able to void it—instead, you’ll need to make an offset adjustment on the folio.
Still Need Help With This Topic?
Ask Yourself:
- Is the reservation currently before check-in?
- Has the advance deposit been transferred to the folio?
- Do you have the correct deposit line selected (sometimes there are multiple deposits)?
Support May Ask You:
- Which reservation are you trying to void the deposit from (reservation number, guest name)?
- What was the date/time when the deposit was posted?
- Was the deposit already transferred to the folio?
- What reason did you enter when attempting to void?
- What error message (if any) did you receive?
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