Edit Deposit Dialog |
Top Previous Next |
When you select New, Insert, or Edit from Deposits Setup, the Edit Deposit Definition dialog will appear. This is where you define all of the details of the deposit.
Make sure that the desired Deposit Calculation Type is selected (this can be changed any time), and enter a Description.
Deposit Type
There are a fixed set of Deposit Types to choose from. The different types and the associated parameters are detailed in the Deposit Types section.
Depending on the Deposit Calculation Type selected, other additional parameters may appear that must be filled in. This is typically the amount or percentage of the deposit, for instance, and whether to multiply it by the number of days/weeks/months or number of sites.
"Applies only to..." Filtering
This is the most important part of the setup.
The rest of the dialog entries are used to "qualify" a deposit. This determines whether the deposit definition applies to any given reservation, so it's important to get this set up properly.
Resv Types
You can select one or more Reservation Types for which the deposit applies. Click the Resv Types button to open a list of reservation types, and select any that are applicable. For instance, you may have different deposits for Monthly reservations than your Normal reservations. As with any of the lists here, an empty list (selecting nothing) means that it will apply to all types -- in other words, "not filtered".
Site Types, Site Classes, or Sites
If this deposit only applies to certain Site Types, click the Site Types button and select the applicable types from the list that appears. If no site type is selected, the deposit will apply to reservations of any site type (assuming other filters don't exclude it). If you select one or more site types here, then that deposit will only apply when a reservation is for one of those site types.
Likewise, you can have a deposit apply to specific Site Classes, using the Site Classes button, or even one or more specific sites using the Sites button. However you don't need to set all three (types, classes, and sites) -- usually only one of these selections is enough to sufficiently qualify the deposit. For instance if you select "Normal RV" for the Site Type, there's no need to select "RV's" for the site class because it's redundant -- all "Normal RV" sites will have an "RV's" class anyway, so there's no need to make the deposit check this too.
Only applies if NO site is assigned
This is a special-case option. If this deposit should only apply if there is no site assigned, you must check this option (since there is no way to specify "no site" with the other selection lists).
Discounts
If you offer discounts, such as Senior discounts or Good Sam membership discounts, then you can set up special deposit definitions for them. Filter each deposit definition for the appropriate discount(s) by either selecting one or more discounts from the Discounts list, or by checking the Only applies if no discount used check box if it should only apply when no discount is used. As with Site Type, this will determine whether the deposit will appear in the deposit selection list for a given reservation.
Applies if ... days
You can set up the deposit to apply only if the reservation is longer or shorter than a given number of days, by setting the Applies if >= days and Applies if <= days fields.
Applies if reservation field...
The Applies if reservation field... selection permits a great deal of control over when a deposit applies. This specifies that the deposit applies to a particular "preference" setting in the reservation or one of the "# of" or value fields such as number of adults, extra vehicles, or rig length.
To use this option, select a reservation field from the list. Some numeric fields are also available in additive combinations also, primarily to allow "# Adults + # Children" to be selected if it's based on the total number of people.
If the field is an attribute/preference field, such as "50A", then you can specify whether the deposit will apply only if that preference is "true" (set to "Must Have") for the reservation, or whether it's "False" (not set or set to "Must Not Have" are both considered false in this case). Therefore you can set up two separate deposits that are mutually exclusive, one for the True case and one for the False case of the preference field.
If the field is a numeric value, additional settings will appear that need to be entered. You will first enter a value for "is >=" ("is greater than or equal to") to indicate when the deposit applies.
Adding new fields -- If you need add your own fields for use in deposits like this, then note that they must be tagged as "Attrib" fields in order to be selectable from this list. See the special note about Attribute Fields under the Adding New Fields section of the Data Field Definitions topic.
Advanced Condition Expression...
If the deposit can't be properly qualified using the other Applies-if conditions, date selections, etc, then you can use Expressions to create a condition as complex as needed. Note that this involves the Advanced Customizations functionality and is only recommended for very technical users, so refer to that section for more detailed information.
If a Condition Expression is entered here, it must be satisfied (result in True) in addition to all other conditions in the deposit definition in order for the deposit to be used. Thus you can use the other Applies-if conditions to handle the simple stuff, and use the expression to only do the filtering that can't be otherwise handled by the deposit definition.
The expression will have ThisResv( ) context which will be the specific reservation being checked (e.g. if there are 5 synchronize reservations being added, this expression will be executed for each reservation individually). In addition, ThisFromDate( ) and ThisToDate( ) will indicate the date range of the reservation as well as ThisFromPeriod( ) and ThisToPeriod( ) if it's an hourly/scheduled reservation). IMPORTANT -- The reservation in ThisResv( ) will usually be a temporary copy of the reservation, not the actual record in the database. While this won't matter in most cases, be aware that it could appear as a duplicate to one in the database, especially if the deposit is being checked for changes to an existing reservation.
Deposit Dates
You can define the dates for which any deposit is applicable. Defining dates for a Deposit definition is just like defining dates that a Site is available or Rates are applicable (see Edit Site Details or Edit Rate Definition).
Notes
The Notes field is just for your own notes, perhaps an explanation of why a deposit is set up the way it is. The Notes are never seen by the customer or by an operator selecting a deposit. The notes can be any length.
Further Topics: