This guide explains how to set up and manage refundable charges in RMS to hold bonds and deposits that can be returned to guests.

Overview

Refundable charges are a type of Sundry Charge used to hold bonds or deposits that can be returned to guests. They differ from monetary deposits taken to secure a booking because they are held with the intention of being returned later.

Common uses for refundable charges include:

• Key deposits
• Rental bonds
• Equipment hire deposits
• Damage hold amounts

Refundable charges record the date paid and hold the allocation of the receipt until refunded or applied to the account.

Set Up a Refundable Charge

To create a new refundable charge:

In the side menu of RMS, go to Setup > Accounting > Sundry.

1. Select Add. 
   
    
2. Enter a Description (for example, "Key Deposit" or "Equipment Hire").
3. Enter a Unit Price (the default amount for this charge type).
4. Select the General Ledger Account Code. 
   (Optional) Select a Grouping.
5. Select the Tax Type applicable to this charge.
6. Select the Refundable checkbox to mark this as a refundable charge.
7. Select Save/Exit. 
   

Apply a Refundable Charge to an Account

To apply a refundable charge to a reservation account:

Open the Account in RMS.

1. Select Sundry Charge.
   
    
2. Select the Refundable Charge from the list. 
   (Refundable Charges display in orange).
3. Enter the Unit Price for this charge (if different from the default). 
   (Optional) Enter a Comment.
4. Select Apply/Exit. 
   

Example

If you need to hold a key deposit of GBP 100 for a booking, select the required refundable charge, enter 100 in the Unit Price field, and then select Apply/Exit.
The charge will be added to the reservation account and marked as Pending.

When a receipt is applied to the account, it will be allocated to the refundable charge, and the refundable charge will be updated to display Paid.

Refund a Refundable Charge

To refund a refundable charge and return the amount to the guest:

Open the Account in RMS.

1. Select the Refundable Sundry Charge.
2. Select Corrections.
3. Select Refund. 
   
    
4. Select one of the following options: 
   Apply to Account: Use this if part or all of the amount is retained by the property (for example, to cover damages). The amount will apply as a credit on the account. 
   Refund Now: Use this to indicate the full amount is being returned to the guest.
5. Select Process. 
   

Example

If a guest's GBP 100 key deposit has been held and they are now checking out with no damages, you would select the refundable charge, choose Refund Now, and then select Process. The system will record the refund and the charge will be cleared from the account.

Troubleshooting

Refundable charge does not appear in the list: Ensure the charge has been set up in Setup > Accounting > Sundry and that the Refundable checkbox is selected.

Unable to refund the charge: Verify that you have the required Security Profile permissions to access the Accounting Screen. Contact your system administrator if permissions need to be updated.

Receipt not allocating to the refundable charge: Ensure the receipt is applied after the refundable charge has been added to the account. The system will automatically allocate the receipt to the charge if the amounts match.