Moving a security deposit to a new reservation |
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Q: A seasonal resident wants us to hold their security deposit from last year over to the new year, but we make a new reservation each year. How do I move their security deposit to the new reservation?
A: There is no way to just "move" transactions, and besides this would cause an imbalance on the old reservation (since they are presumably paid in full now, including the deposit). So this is a 3-step process:
1. In the old reservation, select the original Security Deposit charge (the Charge transaction, not the payment), and click "Reverse Charges". This part is the same procedure as if you were going to refund it. This should leave a credit balance.
2. Go to the new reservation for next year, and enter a new Security Deposit charge.
3. Use "Transfer Pmt" to transfer a payment in the amount of the security deposit from the old reservation to the new one. If you're doing this starting in the new reservation's Transactions, remember you have to select "To" in the top part of the Payment Transfer (since you're transferring to this reservation). Then click Find Reservation, and select the old reservation. Assuming it had a credit balance in the amount of the security deposit reversed in step 1, that should be the default amount to transfer. Otherwise enter the correct amount to transfer. Then click Save.
This all assumes that there was a Payment at some point for at least the amount of the security deposit. In some cases that may have been done instead as a Deposit, which can be more problematic since the Deposit was probably already Applied. In that case a Transfer Pmt won't work -- just enter a Refund transaction on the original transaction and a Payment on the new one, which will balance out. The payment method can be Cash or Other method, since it will balance out to 0 on reports anyway.
Note that it's important that you do these steps in this order, so the payment transfer is after the security deposit transactions -- otherwise the Receipts by Category report may report it as Uncategorized.