Help CentreUsing SuperControl Managing bookingsHow do I process a security deposit/refundable deposit?

How do I process a security deposit/refundable deposit?

What is the difference between a Security deposit and Refundable deposit?

A Security deposit is where you can “hold” the damage deposit by holding either a cheque or money on the guest's credit/debit card (dependent on your payment processor – this works with Sage Pay, Secure Trading and Holiday Rent Payment). You don’t physically take the money unless there are damages at the end of their stay.

A Refundable deposit is where you include this money within the main deposit or balance payment of the booking. For example, if you take £500 refundable deposit, you would add this figure to your deposit/balance. The guest will pay this money to you and then you need to refund or retain the money depending on damages after the guest's stay.

Note: Always be clear in your Terms and Conditions on how you retain and refund your damage deposits.

How do I refund a refundable deposit? (Bank transfer, Cheque, Cash)?

1. Go to your chosen booking and scroll to the bottom of the page where it says “Enter custom payment”.

2. In this box type your caption eg. “Returning refundable deposit” > select the date > select the method of returning the security deposit > enter the amount you are returning > select ”Refund” and select option 1:

3. Click Proceed. In the yellow section, enter the amount you’re refunding and allocating against the refundable deposit eg. If you took £500 and that is fully part of the refundable deposit, then enter £500

4. Click Save. This will now appear as a refund in your customer payments area:

How do I refund part of a refundable deposit? (Bank transfer, Cheque, Cash)?

If your guest has caused damage and you wish to keep part of their refundable deposit to cover costs you can do this.

1. Go to your chosen booking and scroll to the bottom of the page where it says “Enter custom payment”.

2. In this box type enter your caption eg. “Returning part of refundable deposit” > select the date > select the method of returning the security deposit > enter the amount you are returning > select ”Refund” and select option 1:

3. Click Proceed. In the yellow section, enter the amount you’re refunding and allocating against the refundable deposit eg. If you took £500 but only wish to refund £300, then enter this amount:

4. Click Save. This will now appear as a part refund in your customer payments area:

How do I refund a refundable deposit? (Sage Pay, HolidayRentPayment, Secure Trading)

1. Against one of your card payments (the transaction you select must be higher or of the same value as the amount you want to refund). In this example we will select Sage Pay refund:

2. If refunding the full amount enter the full refundable deposit amount in the “Allocate to refundable deposit…” box.

If you wish to refund an “Other” amount you can do this also, if not set this to zero.

3. Click Process refund then select option 1 > Proceed:

4. If successful you will receive a “SUCCESS” message and this will now appear as a refund in your customer payments area. If an error occurs, this will clearly be displayed to you as well.

How do I refund part of a refundable deposit? (Sage Pay, HolidayRentPayment, Secure Trading)

1. Against one of your card payments (the transaction you select must be higher or of the same value as the amount you want to refund). In this example we will select Sage Pay refund:

2. If refunding a part amount  enter the refundable deposit amount you wish to take in the “Allocate to refundable deposit…” box.

If you wish to refund an “Other” amount you can do this also, if not set this to zero:

3. Click Process refund then select option 1 > Proceed:

4. If successful you will receive a “SUCCESS” message and this will now appear as a refund in your customer payments area. If an error occurs, this will clearly be displayed to you as well.

How do I hold a security deposit on a guests card? (Sage Pay, HolidayRentPayment)

1. Go to the Security deposits tab of the booking:

2. To hold the money click “Pre-auth now”. You have the option to enter in new card details or select the same card they have registered with the booking. To use the same card registered with the booking, select this card from the drop down:

3. Click “Pre-authorise card”. Once the page refreshes you can see that the money is Held.

How do I take a payment from a security deposit? (Sage Pay, HolidayRentPayment)

1. If you need to retain money from a security deposit go to the Security deposits tab in the booking. You will see a “Take payment” option next to your Held amount:

2. Click “Take payment” and enter the amount you wish to take (you can enter in the full amount or part of the amount). Then click “Take payment”.

How do I return a security deposit back to a guest? (Sage Pay, HolidayRentPayment)

1. If you need to return the guests security deposit go to the Security deposits tab in the booking. You will see an “Abort” option next to your Held amount:

2. Click “Abort”. The page will refresh and you can see the security deposit has now been aborted back to the guests card:

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