Manage Security Deposit Rental caution on your bookings
How to manage security deposit / caution on your vacation rental bookings.
When you have setup the security deposit on your account and your properties, payments and refunds will autmatically be generated. Learn how to adjust the security deposit for your bookings and manage payments and refunds.
Security deposit Rental caution on a new Booking
When the booking is created (whatever the status above OPTION), the system automatically generates the payment lines of the Caution and its refund as described in Security deposit service setting.
These lines appear below the booking payment lines :
The first line represent the Customer payment, the second is the refund.
You will notice that payment lines are automatically generated between the manager and the customer. This can be adjusted by the manager, as we will see below.
The due date are generated according to your setup (adjustment around the checkin/checkout dates).
Informations on the symbol on the right of the screen :
Credit card symbol: You can process to the payment of the caution line with CC by clicking on the card symbol on the right of the Caution line
This button enables you to suppress the payment lines (payment and/or refund) if you want to cancel them.
This tickbox enables you to activate the payment line so your customer can pay for it in the website. If you have selected “automatically activated” in the setup of the service, you will not need to activate the payment.
Security deposit – rental caution for Agencies
When an Agency makes a booking through Flatswire and a deposit is requested, the payment lines are created. These lines are displayed on the booking in the Agency Back-Office (from the customer to the Manager).
If the manager has agreed with the Agency that the Agency keeps the deposit (as it has the contact with the customer), the manager (an only him/her) can edit the lines and modify the receiver of the deposit to Agency: Click on edit and change the manager to the Agency.
Both manager and Agency can follow on the booking the payment and the refund of the Security deposit.
Security deposit for owners
When the Owner requires to receive the deposit (the deposit not going through the Manager in this case), as in above example, the manager will modify the receiver to the Owner. These lines are displayed on the booking in the Agency Back-Office (from the customer to the Manager).
Both manager and owner can follow on the booking the payment and the refund of the Security deposit.
Payment of the deposit
There are several means to get the payment of the deposit.
- From the booking in Beethoven, if the Manager and/or the Agency has implemented a Payment provider on his account, by clicking on the Credit card symbol on the payment line, you will access the Payment Provider of the Manager/the Agency.
- With adequate template email, you can send a link to the customer for him to pay the deposit. This link will open the payment provider of the expeditor. see Payment links.
The manager or the Agency will refund the customer (by cancelling the operation).
Follow payments and refunds of security deposit
A specific view in Beethoven enables you to follow the status of the security deposit. In the left colum, click on “Payments” then “Caution“.
It will display in a table the cautions lines “due” or “paid” of all your CONFIRMED bookings.
You can simply look for refunds that need to be done by sorting lines due today (11/03/17) :
- To display only refund you may select “Outgoings“, top left of the filters,
- To display only deposit expected select “Income“
- As a manager you may also filter Cautions due to a specific Agency customer (“Partner“)
Note : You can not process refunds from FlatsWire, you can track and mark the lines as PAID when operation has been done.
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