This instruction will come in handy if a guest made a payment for a booking created in TravelLine WebPMS but has to cancel it. You can use the guest’s deposit to cover his/her next bookings.
Bookings made in TravelLine Booking Engine and paid for by bank card cannot be managed in the same way. The prepayment amount cannot be transferred to the guest’s deposit.
How to add a deposit to the guest’s profile
1. Go to the “Property management” > “Front desk”.
2. Select the booking that you need to cancel. Click on the “Edit” button at the bottom of the page.
3. Go to the “Invoices and payments” tab.
4. Click on the “Action” button on the right of the invoice and select the “Refund to the guest” option.
5. For the “Refund direction”, select the “For deposit” option. Check the amount to be refunded and click on the “Apply” button.
6. Click on the “Save” button at the top of the page.
The booking balance will turn to 0. The deposit will be saved on the guest’s account.
After doing this, you will be able to cancel the booking.
How to find out if a guest has a deposit
Go to the “Property management” > “Guest profiles” to check if a guest has a deposit.
Select the “Deposit” filter. There are all the guest profiles with deposits. You can see the amount on deposit in the “Deposit” column.
How to create a booking and take the deposit into account
When the guest lets you know the dates of the next stay, you can create a new booking taking the deposit into account. Make use of the “How to create a booking” instruction and mind the following points:
In the “Last name” field, enter the first four letters of the guest’s last name, TravelLine Extranet will suggest suitable guest profiles.
Select the guest profile with a deposit.
Create a new booking.
The deposit will be added to the booking automatically. You will be able to confirm a payment that takes up the deposit. To do this, when confirming the payment, select the “Deposit” payment method. Learn what is deposit.