.png?height=120&name=campspotlogo2019%20(1).png)
Deposits in Campspot can be created via Reservation Surcharge or Miscellaneous Charge and can automatically or manually added to Invoices. Below, learn the steps to create and use deposits as well as how to use them for future reservations.
Reservation Surcharge vs. Miscellaneous Charge
Deposits can be created and used in two ways in Campspot - either by Reservation Surcharge or by Miscellaneous Charge. Below, we will look at some of the characteristics of both methods.
Reservation Surcharges
- Automatically applied to reservations
- Can be used for future reservations or paid towards balance
- No alert/reminder to remove from invoice before check-out
- Removed from reservation upon cancellation
Miscellaneous Charges
- Must be manually added to confirmed reservations
- Can be used for future reservations or paid towards balance
- Must be voided from invoice before check-out - alert/reminder provided at check-out
- Remains on reservation upon cancellation and must be removed separately
Reservation Surcharge Deposits
Deposit Setup
Deposits can be setup as Reservation Surcharges that will automatically apply to new reservations. Reservation surcharges are created through Rules > Pricing > Reservation Surcharges > New Variation
When creating a deposit with this method, you can decide which Site or Add-on types it should apply to, what stay length the reservation should be in order to trigger a deposit, applicable date ranges and more.
In the clip below, a Reservation Surcharge deposit is being created for cabin reservations that are greater than 2 nights. The Wide Range Date Group tells us that this new surcharge applies all the time.
Applying Reservation Surcharge Deposits
When a new reservation is created and it fits the criteria for a deposit, the Reservation Surcharge Deposit will automatically apply to the reservation. The image below shows a reservation with the cabin deposit automatically added.
The three green dots next to the deposit price indicate that it can be manually edited directly from the invoice. This gives your park the ability to increase or decrease the cost of the surcharge on a case by case basis.
Using or Refunding Reservation Surcharge Deposits
Decreasing the deposit amount to $0 will create an overpayment on the invoice if the invoice is already paid in full, or it will pay towards the outstanding balance if it is not paid in full.
The clip below shows an example of the deposit being decreased to $0 and the $200 overpayment being refunded to the guest.
Miscellaneous Charge Deposits
Deposit Setup
Deposits can be setup as Miscellaneous Charges that must be manually added to reservations after they have been booked. Miscellaneous Charges are created through Campground Setup > Accounting > Miscellaneous Charges
When creating a deposit with this method, you must decide what Financial Accounts to map it to, when the revenue realization happens, if taxes should be added and if the system should consider it a deposit or not. When a Miscellaneous Charge is a deposit, it must be voided off the reservation before check-out.
In the clip below, a deposit is being created as Miscellaneous Charge. The box indicating that the charge is a deposit is checked so that it will function differently than other charges.
Applying Miscellaneous Charge Deposits
The three green dots next to the deposit price indicate that it can be manually edited directly from the invoice. This gives your park the ability to increase or decrease the cost of the charge on a case by case basis.
Using or Refunding Miscellaneous Charge Deposits
A deposit can be refunded to the guest at the end of their stay or it can be used towards their balance. In both cases, the deposit must be voided at the end of the stay.
Voiding the deposit will create an overpayment on the invoice if the invoice is already paid in full, or it will pay towards the outstanding balance if it is not paid in full.
The clip below shows an example of the deposit being voided and the $200 for the voided deposit being used towards the balance.
Moving Deposits To Future Reservations
Reservation deposits can be used for future stays without having to charge your guest a second deposit. In order to use a deposit for a future stay, the future stay should already be booked. If the future stay is not yet booked, steps 3 and 4 from below should be completed after the booking is confirmed.
The steps to complete this are as follows:
- Make the deposit on the current reservation $0 or void it. This will create an overpayment on the reservation which will be indicated by a negative balance on the invoice.
- Refund the overpayment to the guest's User Credit.
- In the new reservation, check that the deposit is listed as an invoice item. Depending on which set up method was used for the deposit, it may be automatically added to the reservation or you may have to manually add it.
- After confirming the deposit is on the new reservation, go to the Billing Tab and click Pay at the top. Use the User Credit Payment Method and apply the deposit money to the new reservation.