Within Standard Conference & Banqueting (C&B), you can retain or refund a deposit on a function. If you are cancelling a function then the deposit can be retained or refunded before the cancellation or during the cancellation process.
Refund a deposit (without cancelling the event)
To refund a deposit on a function, follow the steps below:
Navigate to Rezlynx, Conference & Banqueting, and then select Search/Create/Edit.
Locate the function by entering the search criteria, then click Search.
Click on the Booking Reference you wish to cancel.
Within the function booking, select Options and Deposits.
Review the deposits, and find the one you need to refund. Select the Refund button.
Within the deposits screen, select the Payment Code, add a Refund Comment, and Value to Refund.
⚠️Important: This completes the refund within the accounting side of the system, you then need to complete the refund to the guest via the same method they made the deposit with.
If you need to refund the guest using your payment gateway, from the guarantee tab
Click on the View button Token Number and select Refund
Follow your Payment Gateway instructions to Refund.
Create a refund invoice, if required within an NRA account.
7. Click Refund.
Refund a deposit (whilst cancelling the event)
To refund a deposit on a function, follow the steps below:
Navigate to the function to be cancelled. Within the function booking, select Options and Cancel Reservation.
If there is a deposit on the booking, this will show on the far right of the cancellation screen. Click Deposits to Refund or Retain the deposit.
Enter the following information:
Refund Payment Code: Select the pay type from the drop-down menu, even if the value is to be retained.
Analysis code: Where should the refund or retained value be attributed to.
Refund or Retain Comment: Enter a comment or reason in either box.
Percentage or Value to Retain: Enter a value into one of these boxes. Or leave both as 0.00 of this is a refund.
Then click OK.
⚠️Important: This completes the refund within the accounting side of the system, you then need to complete the refund to the guest via the same method they made the deposit with.
5. Choose the Cancellation Code from the drop-down menu, and enter any additional Cancellation Notes.
6. Click Cancel, and send a cancellation template if required.
Retain a deposit
Retaining a deposit can only be completed within the Cancel section of the function.
To retain a deposit on a function, follow the steps below:
Navigate to the function to be cancelled. Within the function booking, select Options and Cancel Reservation.
If there is a deposit on the booking, this will show on the far right of the cancellation screen. Click Deposits to Refund or Retain the deposit.
Enter the following information:
Refund Payment Code: Select the pay type from the drop-down menu, even if the value is to be retained.
Analysis code: Where should the refund or retained value be attributed to.
Refund or Retain Comment: Enter a comment or reason in either box.
Percentage or Value to Retain: Enter a value into one of these boxes. Or leave both as 0.00 of this is a refund.
4. Then click OK.
⚠️Important: his action removes the deposit from the function booking and allocates it against the analysis code. Once completed, the deposit cannot be reinstated.
5. Select Back if you do not wish to cancel the event, or choose the Cancellation Code from the drop-down menu, and enter any additional Cancellation Notes. Click Cancel, and send a cancellation template if required.