Settling the deposit (borg) via MXTS

This is a short manual to set up a repayment, used to refund/repay the amount to its customers.

Because of the GDPR rules we deleted personal information in the screenshots. That's the reason you see several black spots. 

1. Introduction

The Repayments module is used to refund/repay the amount to its customers. Payments that were taken as deposits or excess payments that were made in the reservations. The reservations can be filtered by various criteria’s in this module. The re-payments can be refunded to Customers, Paying customers and Agents.

Repayment module
The “Repayment module” can be found in Maxxton Software under the “Content Manager” and then ‘’Add-ons’’.
This module is specially designed to refund payments to the “Customers”, “Paying customers” and “Agents”. The refund can be in the form of deposits or excess payments performed in the reservations.

2 Baseline configuration

We first need to create a new add-on.

See the screenshot below. On the next step, you can choose eventually translations and a few other settings. After that click finish.

In the next step, MXTS will give an overview of settings that need to be configured

Representations, linked accommodation types, and Rentability rules:

In these three settings, you can decide whether you want 1 type deposit to be obligated for all the DC’s, accommodations and rentabilities or set up a setting on an individual level. Under ‘’Representations’’, you can also click on ‘’Rentability’’ where you be able to set up the period this add-on will be choosable or not. When there’s no data filled in, the add-on will always be choosable. When there’s nothing set up on an individual level it applies for every DC, accommodation, and rentability.

Rate

In this setting, we will set up the kind of rate. There are three possible options as mentioned below.

It is possible to set up an absolute price/percentage or to set up a rate per subject/accommodation. When there is chosen for ‘’valid from specific period’’ it’s possible to set up a period for which this rate is valid.

In the third step, you were able to select accommodations/add-ons and offers for which this rate should be applicable.

3. advanced settings

Under the advanced settings, there are several options who can be changed using the toggle switches. Underneath this setting, you were able to add the add-on (in this case a deposit) from the internal to the main bill.

It is possible to link the add-on/deposit to a ledger like the screenshot below.

It seems wise to set up a separate ledger (deposit/borg) for deposits because it is a temporary booking.

Place the deposit on a separate space on the bill.

If there is no further config added, the deposit will show below all the other resources. Most of the times it prefer to have the checkbox "warrant extra" selected. That checkbox makes sure the deposit is placed between the subtotal and total. As when everything will be left as it should be, the guest would receive the deposit back so it would be good to not have them between the costs on the bill. The checkbox isn’t yet in MXTS available so this config needs to be done in Newyse (Resources --> Extra’s). Select the add-on (deposit/borg) and switch on select the checkbox "warrant extra".

With these settings set as above the bill will visible as follow:

4. Repayment:

Furthermore, in the configuration, it's possible to set that deposits will be contra booked during the night, manually or automatically at checkout. When we choose ‘’during at night’’, that means, if the warrant extra checkbox is selected, that you don't have to manually add another resource to contra book the warrant (and can't forget that), but that the system is doing that for you in the night. The next day a negative amount will be available in the reservation, which can be paid back to the guests by generating a repayment file via the repayment module.

The checkbox isn’t yet in MXTS available so this config needs to be done in Newyse (Setup → Resorts). Then you can decide on which level you want to create this configuration (highest or individual level). In this case, we set up on an individual level and select ‘’automatically at checkout’’.

Under the tab ''accounts'' you need to config the different payment files. For the payment file 'PAIN' we add an IBAN number, country, accountholder name, and the BIC number. After that, we select the checkbox ''for Repayment module'', otherwise you can't create a payment file.

In case we check out it will look like this in the bill: 

So the deposit is presented as a negative amount (should be repaid to the customer). It can be paid by cash at the reception. The other option (at night) will get the reservation into the script which runs on a nightly basis at the back end and it creates automatically the contra entry of the “Deposit” -50.00 as mentioned in the below screenshot.

Final step is to create a payment file for repayment!