When a reservation is booked, a refundable deposit can be added. This article explains how to return that deposit once the department is ready to do so.

1. Go to the Reservations tab in the customer's household account 
2. Click on the Title of the reservation.
3. Click on the Return Deposit link in the upper right hand corner

4.  Choose how you would like to refund the deposit: either by credit to the account or as a refund back to the customer

Refunding the full amount as Account Credit:

1. Select Credit the Account for the full Amount of…
2. Add any additional notes if needed 
3. Select Submit Return of Deposit The customer will automatically have the amount listed as account credit in their account

Refunding a partial amount as Account Credit:

1. Select Credit the Account a Specified Amount of the Deposit
2. Enter in the amount you wish to credit to the account
3. Add any additional notes if needed 
4. Select Submit Return of Deposit
   1. The customer will automatically have the specified amount listed as account credit in their account

Refunding the full amount back to the customer via Check or Credit Card:

1. Select Refund to the Account for the full Amount of…
2. Next, select the payment type for the refund in the Refunded by Payment Type drop down
3. If returning the money by check, choose Check as payment type
   1. Add any additional notes if needed 
   2. Select Submit Return of Deposit
   3. You can then give a copy of receipt, if needed, to your Finance Department to send a check to the customer
      1. The customer's address will be on the receipt
4. If the customer has paid by credit card and you are refunding back to that card, select Credit Card as refund payment type
   1. Add any additional notes if needed
   2. If you have either Authorize.net or MX Merchant as your merchant you will be able to process that refund directly through the MyRec.com software
   3. After selecting Credit Card as the type, select Yes to Refund to Authorize.net (or MX Merchant)
   4. Click Submit Return of Deposit
      1. If your department does not use Authorize.net or MX Merchant, you will still select Credit Card as the payment type and then Submit Return of Deposit
         1. You will then have to login to your department's merchant account to do a manual credit card refund

Refunding a partial amount back to the customer via Check or Credit Card:

1. Select Refund to the Account a Specified Amount of the Deposit
2. Enter in the amount you wish to refund
3. Select the payment type for the refund in the Refunded by Payment Type drop down
4. If returning the money by check, choose Check as payment type
   1. Add any additional notes if needed 
   2. Select Submit Return of Deposit
   3. You can then give a copy of receipt, if needed, to your Finance Department to send a check to the customer
      1. The customer's address will be on the receipt
5. After selecting Credit Card as the type, select Yes to Refund to Authorize.net (or MX Merchant)
   1. If you have either Authorize.net or MX Merchant for your merchant you will be able to process that refund directly through the MyRec.com software
6. Click Submit Return of Deposit
   1. If your department does not use Authorize.net or MX Merchant you will still select Credit Card as the payment type and then Submit Return of Deposit
      1. You will then have to login to your department's merchant account to do a manual credit card refund

Cancelled Reservations

Let's say the customer has changed their mind and has requested that the reservation be cancelled all together. During the cancellation process, you may opt to keep the deposit that was paid, return the deposit that was paid while processing the cancellation, or you may partially return the deposit and then cancel the reservation.

1. Go to the Reservations tab in the customer's household account 
2. Find the Reservation that needs to be cancelled and check the box to the right of the item to select it
   1. Click the Cancel Selected Reservations button
3. The following page includes a gold box with deposit details that lists what has been paid and provides options for the deposit return

A. Return Deposit Paid

1. Selecting Return Deposit Paid will refund the customer the full deposit 
2. Enter the reason for the cancellation and select the refund payment method
   1. If money has been paid toward the reservation in addition to the deposit, it will be refunded via the same payment type
3. Review and process the cancellation

B. Keep Deposit Paid

1. Selecting Keep Deposit Paid will retain the full deposit
2. Enter the reason for the cancellation and select the refund payment method
   1. This refund is only for the monies paid toward the reservation fee as you are keeping the amount paid towards the deposit
3. Review and process the cancellation

C. Partial Deposit Return

1. Selecting Return Deposit allows you to do a partial refund of the deposit paid
2. You will see the following screen and follow the applicable steps listed above for partial refunds depending on the scenario

1. After completing the refund, you can view the details of the deposit from the reservation
   1. You will see that the status is updated to ‘returned’.
2. After completing this refund, return to the account's Reservations tab
3. Find the Reservation that needs to be cancelled and check the box to the right of the item to select it
   1. Click the Cancel Selected Reservations button
4. Complete the cancellation process

Reservation Deposit Returns Report

1. Open the Reports menu on the leftside navigation bar
2. Click Financial Reports
3. Select Reservation Deposit Returns from the Other Reports section
4. Select the date range, Search by Date dropdown, and submit
5. Your view will display
   1. Invoice #
   2. Reservation name
   3. Contact name
   4. Dates
   5. Invoice Date
   6. Status
   7. Cost
   8. Adjustments
   9. Total Cost
   10. Paid Amount
   11. Returned Amount
   12. Balance

This report can be printed or exported using the links at the top right.