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How to deposit money to the Guest Balance

The Guest Balance shows the difference between the amount a guest has already paid and the amount they still owe.

  • A negative balance means the guest needs to pay the outstanding sum.
  • A positive balance indicates an overpayment, which can be refunded or used for future services.

The balance is a simple and familiar tool for managing guest payments, widely used by reception teams. It allows you to collect prepayments and process refunds directly in the PMS, ensuring transparent financial handling.

There are three ways to deposit money to the Guest Balance in the HotelFriend system:

  • Through the Reservations module
  • Through the Front Desk module
  • Through the Accounting module

Deposit money through the Reservations section

  1. In the menu on the left, go to Reservations.
  2. Select the reservation you want to deposit money for.

    3. Deposit money through the Reservations section

  3. In the Reservation Card, scroll down to the Payment section.
  4. Click Add payment.

    5. In the Reservation Card, scroll down to the Payment section.

  5. In the window that opens, select the Payment method and VAT, enter the amount, and add a comment if necessary.
  6. Click Add.

    7. In the window that opens, select the Payment method and VAT, enter the amount, and add a comment if necessary.

    The deposited amount will now be reflected in the Balance section. If the balance was negative, the amount will reduce or eliminate the outstanding debt. If it was zero, it will now show a positive balance.

    The deposited amount will now be reflected in the Balance section. If the balance was negative, the amount will reduce or eliminate the outstanding debt. If it was zero, it will now show a positive balance.

Deposit money through the Front Desk

  1. In the menu on the left, select Front Desk.

    2. In the menu on the left, select Front Desk.

  2. Select a reservation you need and click Booking details.

    3. Select a reservation you need and click Booking details.

  3. In the Reservation Card, scroll down to the Payment section.
  4. Click Add payment.

    5. In the Reservation Card, scroll down to the Payment section.

  5. In the window that opens, select the Payment method and VAT, enter the amount, and add a comment if necessary.
  6. Click Add.

    7. In the window that opens, select the Payment method and VAT, enter the amount, and add a comment if necessary

    The Balance section will now display the deposited amount.

    The Balance section will now display the deposited amount.

Deposit money through the Accounting section

  1. In the menu on the left, select Accounting.
  2. At the top of the page, go to the Payments tab.
  3. Click Add payment.

    4. Deposit money through the Accounting section

  4. In the window that opens, fill in the following fields:
    • Choose guest
    • Select reservation
    • Specify payment method
    • Enter amount
    • Choose VAT
    • Add comments if necessary
  5. Click Add.

In the window that opens, fill in the following fields

Author:
Author: Anna
Anna
Customer Success Manager

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