A renewal does not move money between bookings on its own. Where a down payment or a deposit ends up depends on whether the renewal extended the existing booking or created a new one.
Before you begin
You need permission to view and manage payments on a booking.
Find out whether your workspace is configured for down payments or for deposits, because only one of the two applies at a time.
Have the earlier booking ID to hand, so payments can be traced across both bookings.
What you need to know
If the renewal extended the existing booking
The booking record does not change, so a down payment or a deposit stays exactly where it is.
Invoices are generated for the new billing periods, and the amount already paid keeps its existing allocation.
Deactivate automatic payment collection before you extend. A payment still in transit can otherwise be charged a second time.
Issue a corrective invoice after extending if the amount charged needs adjusting.
If the renewal created a new booking
The new booking is a separate record, with its own invoices and its own down payment status.
A down payment or a deposit held on the earlier booking does not transfer by itself.
Settle the earlier booking on its own terms, and collect what the new booking requires.
Raise a payment that needs to move between the two bookings with Support before refunding anything, because the options depend on your payment configuration.
Where to check what has been paid
Open the booking, then select the Financials tab.
Select Receipts to show the payments received, with the amount left to allocate on each one.
Select Invoices to show what has been charged, including any corrective invoice.
Select Payments & refunds to show the payment records and their status.
Select the Checklist tab to show the down payment status for the booking.
Down payment status after a renewal
The down payment status belongs to one booking. A new booking starts with its own status, whatever the member paid before.
A payment recorded through Payments and refunds does not update the down payment status. Record it on the down payment invoice instead.
Things to note
A down payment is part of the booking cost. A deposit is security against possible damage and is not part of the cost.
The two are refunded differently. A down payment is refunded by crediting its invoice, and a deposit is refunded from its receipt.
Money does not follow a member from one booking to another automatically. Treat the balance on each booking separately.
Check the invoices generated for the new billing periods before collecting anything further, so a member is not charged twice.
A deposit is held against the stay it was taken for. Agree with your finance team how a renewal is handled before the first one comes up.
Find out more
Article | What it covers |
The difference between the two, the documents each one creates, and how to refund them. | |
Which of the two renewal routes you are on. | |
Create the new booking for a returning member. | |
Extend the existing booking and generate the new invoices. |