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Managing Booking Deposits

This article provides a step-by-step guide to effectively manage Booking deposits, covering how to review, process, and handle cancellations or no-shows. By following these steps, you can ensure smooth handling of payments and maintain clear records.

 

 Reviewing Booking Deposits

  • Look for the green card icon "Review Payment" tab on the appointment.
  • Right-click on the appointment to view the details, including the upfront payment amount.

At Checkout

  • Right-click on the appointment and select Check Out.
  • You’ll see an extra line item Redemption Line that deducts the Booking deposit.
  • The outstanding balance will reflect the remaining amount after applying the upfront payment.
  • Complete the process:
    • Select the additional payment type (if applicable).
    • Click End Sale to finalize the checkout.


Steps to Handle Cancellations and No-Shows

 Managing Cancellations via the Cancellations Menu on the Appointment book

  1. Delete the Appointment:

    • Right-click on the appointment and select Delete.
    • Enter the reason for cancellation (e.g., client cancelled or no-show).
    • The Booking Deposit amount will show at the top of the Reason screen 

  2. Access the Cancellations Menu:

    • Click the menu icon at the bottom of the screen and select Cancellations.
    • Choose the relevant date range to process the cancellation

Charge the Full Fee:

  • Check the box for the full fee and select Process.

  • Confirm the action to complete the transaction.

Transfer to Account:

  • Select the transfer option and process it to move the amount to the client’s account.

Charge a Partial Fee:

  • Enter the desired amount to charge this must be less then the original deposit value, process the transaction, and transfer the remaining balance to the client’s account.

Waive Fee:

  • Select the Waive Fee and process this will create an unlinked Booking Deposit.

Refund Prepayment

  • Select the Refund Prepayment option and process - this will prompt you to go to point- of- sale 
  • Select finish sale, choose the reason for refund 
  • Select the Card on file to refund. 

 

Checking Booking Deposits in Client History

  • Go to the client’s profile and select Client History.
  • The upfront payment amount and booking details will be displayed here for easy reference.

 How to refund a Booking Deposit - Using the History Screen

  1. Select the Client from the Clients Search Screen 
  2. Go to the History of the client
  3. Right click on the Booking Pre payment and choose Refund
  4. Then go to the point of sale screen
  5. Select finish sale, choose the reason for refund 

Select the Card on file to refund.