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Automatically Calculating Deposits

Added 3/22/00
Version - 12.01 & Higher

RDP can automatically calculate the "Request Deposit Amount" & "Request Deposit Date" fields. For example, assume a property has the following rules for calculating a Deposit Amount:

  • For a one-night reservation, the deposit amount is 100%.
  • For a two-night reservation, the deposit amount is 50% of the individual balance due.
  • For a three to six night reservation, the deposit amount is 33% of the individual balance due.
  • For seven nights or more, the deposit is 25% of the individual balance due.

Switch #422-2 controls the "auto-calculate deposit" feature. With the default setting, the "deposit due date" and "deposit request" fields are entered by the reservationist. By setting switch #422-2 to YES, the system automatically calculates these fields based on a user-defined configuration. The configuration is stored in table DP and contains the following sub-records.

Sub-Record

Description

Nights in the Stay

(i.e. - 001, 002, etc.)

This three-character field contains the deposit percentage required. For example, on a three night stay, the property requires a 50% deposit. In this example, the DP sub-record would be "003" and the description field set to "50".

DATE1

The "DATE1" sub-record can either be based on:

The date the reservation is entered plus a user-defined number of days, i.e. - "TODAY + 10".

The reservation's arrival date minus a user-defined number of days, i.e. - "ARRIVAL - 10".

DATE2

Number of days prior to arrival the deposit is due if the reservation is made within DATE1. For example, a reservation is made December 1st for an arrival of December 8th. Because the reservation is made within the DATE1 parameter of 10 days, the system uses DATE2 in order to set the default deposit due date.

ROUND

With the ROUND sub-record, the system rounds the deposit amount to the closes ten. For example, if 50% of the total balance is due 10 days prior to arrival, and the total balance due is $214, the system rounds the deposit amount to $110 (Rounding up from $107).

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