Capture Deposit Policy Override Reasons

Stay is enhanced to allow users to configure and choose a reason when the deposit policy or deposit amount associated with a reservation or group is modified or waived. Previously, users had to manually enter a reason when the deposit policy or amount associated with a reservation/group was modified or waived.

This enhancement is not applicable to the deposit amount already collected and when reservations/groups are copied or moved to a different property.

Feature Setting

The following new feature setting must be enabled to allow users to configure deposit policy override reasons.

• Name: Deposit Policy Override

• Comments: License is not required

When this feature setting is disabled, users can continue to enter a reason manually when modifying or waiving the deposit policy/amount of a reservation.

Permissions

The following existing permissions must be assigned to use this feature.

• OverrideDepositAmount: Allows users to override and modify the deposit amount calculated for a deposit policy associated with reservations and groups.

• OverrideDepositPolicy: Allows users to override and modify the deposit policy associated with reservations and groups.

Configure Deposit Policy Override Reasons

When the Deposit Policy Override feature setting is enabled, users can configure the deposit policy/amount override reasons in the Deposit Override Reasons screen (All Settings à Reservations à Deposit Override Reasons). When users click Add, the Add Deposit Override Reason pop-up screen appears that displays the following fields:

Field	Description
Active	Select this checkbox to create active reasons. This checkbox is selected by default.
Reason	The override reason name. This is a mandatory field that accepts a maximum of 64 alphanumeric and special characters.
Code	A unique code for the override reason. This is a mandatory field that accepts a maximum of 10 alphanumeric and special characters.
Apply Reason To	This is a mandatory field that allows users to select from the following options to which the reason must be applied: Modified: When selected, the override reason can be selected when the deposit amount/policy associated with a reservation is modified to a different policy/amount. Waived: When selected, the override reason can be selected when the deposit amount of a reservation is waived off, or the deposit policy is waived to None. When both options are selected, the override reason can be selected in both scenarios.
Description	The description for the reason. This is a mandatory field that accepts a maximum of 200 alphanumeric and special characters.

When users click Save, the override reason is saved and displayed in the Deposit Override Reasons screen.

Details of the reasons configured are displayed in the following columns:

• Reason

• Code

• Apply Reason To

• Description

• Status

All columns can be sorted. Users can search for a record using the reason name or code. To modify the details of an override reason, users must click the reason name displayed as a hyperlink. When clicked, the Edit Deposit Override Reason pop-up screen appears that allows users to modify the details configured.

An override reason, Default, will be created and displayed by the system by default. This reason cannot be modified or made inactive. When a deposit policy/amount is overridden, the default reason will be selected when no other override reason is available for selection.

Override Deposit Policy/Amount

Users can override and modify the deposit policy/amount of reservations from the following screens:

• Book Reservation à Deposit tab

• Book Reservation à Estimated Charges tab

• Reservation à Estimated Charges section

Deposit Tab of Book Reservation Screen

When users book a reservation, the deposit amount for the reservation can be modified or waived in the Deposit tab of the Book Reservation screen. When users modify/waive the deposit amount to be collected in the Collect field in the Remaining Deposit Schedule section and click Book, the Deposit Override Reason pop-up screen appears that displays the following fields:

Field	Description
Deposit	This is a mandatory field that displays the modified deposit amount. The amount is displayed as $0 when the deposit amount is waived. A Modified or Waived indicator will be displayed next to this field based on the action performed. This field is greyed out and cannot be modified.
Policy	This is a mandatory field that displays the modified deposit policy. The policy is displayed as None when the deposit amount is waived. This field is greyed out and cannot be modified.
Reason	This is a mandatory single-select drop-down list that allows users to select a reason for the override.
Comments	This is an optional field that allows users to enter comments for the override.

When users click Save, the reservation is booked with the overridden deposit amount. The Modified or Waived indicator is displayed for the deposit policy in the Estimated Charges section of the reservation.

Estimated Charges Tab of Book Reservation Screen

When users book a reservation, the deposit policy/amount for the reservation can be modified or waived in the Estimated Charges section of the Book Reservation screen. When users click the deposit amount displayed as a hyperlink in the Deposit field, the Deposit Override Reason pop-up screen appears. Users can modify/waive the deposit policy/amount in this screen and select a reason for the override. When users click Save, the deposit policy/amount is overridden and the Modified or Waived indicator is displayed next to the Deposit field in the screen.

Once the reservation is booked, the Modified or Waived indicator is displayed for the deposit policy in the Estimated Charges section of the reservation.

Estimated Charges Section of Reservation

For booked reservations, the deposit policy/amount can be modified or waived from the Estimated Charges section. When users click the deposit policy displayed as a hyperlink in the Deposit column, the Deposit Override Reason pop-up screen appears. Users can modify/waive the deposit policy/amount in this screen and select a reason for the override. When users click Save, the deposit policy/amount is overridden and the Modified or Waived indicator is displayed below the deposit policy in the Deposit column.

Override Reason for Deposit Policy/Amount for Groups

When the Deposit Policy for Group feature setting is enabled, users can modify or waive the deposit policy selected for a group from the Deposit Policy drop-down list in the Details section of the Group Booking tab. When users click the Override hyperlink, the Deposit Override Reason pop-up screen appears. Users can modify/waive the deposit policy/amount in this screen and select a reason for the override. When users click Save, the deposit policy/amount is overridden and the Modified or Waived indicator is displayed next to the Override Policy field.

Records for Deposit Policy Overrides

A record is created in the Audit Log screen (Reports à Audit Log) when the deposit policy of a reservation or group is modified or waived. The record displays the following details:

• Overridden type (modified/waived)

• Overridden date

• User who performed the override

• Override reason selected

System Changes

To support this enhancement, the following changes have been made:

• A new option, Deposit Override Reasons, has been added to the Reservations section of the Settings screen (All Settings à Reservations à Deposit Override Reasons).

• A new pop-up screen, Deposit Override Reason, has been introduced that appears when the deposit policy/amount is overridden from the following screens:

  • Book Reservation à Deposit tab

  • Book Reservation à Estimated Charges tab

  • Reservation à Estimated Charges section