Opening, Re-Opening or Closing a Deposit

Last Revision: September 1, 2020

A deposit must be opened before any HOT payment can be taken.  You must open a different deposit for each type of payment you process (online or reversal. The same steps are used to open each deposit.  The only difference is which item you select on the Main Menu and the Deposit Type.

A deposit detail report can be printed from the Deposit Control screen. From this screen, the data is sorted by remit sequence number. The same report can be printed from batch menu no. 16106, but several sort options are offered there.

Entitlements:

HOT_MANAGE_OWN_DEPOSITS: Open and close only your own deposits

HOT_MANAGE_ALL_DEPOSITS: Open and close any deposit

  1. For an online payment deposit or a transfer deposit, enter 3 in the Select box on the Main Menu, then press Enter, or select Online Payment on the Go To list. For a reversal deposit, enter 4 in the Select box or select Reversal on the Go To list.
  2. On the Deposit Control screen, the most recent deposit created will appear. To find a different deposit, click the asterisk (*) next to the Deposit No. field, highlight the desired open deposit, then click OK.
  3. To create a new deposit, click New.
  4. Enter the following information:

Deposit No:  Enter a combination of numbers and/or letters to identify the deposit.  This is usually done at the beginning of each day.  A separate deposit must be opened for each operator on the system. Special characters and spaces cannot be used.

Deposit Date:  The default is the system date, but this may be changed at the discretion of the tax office. If the deposit date is before the receipt date, a message will appear asking if you want to continue. The deposit date cannot be changed after you save the deposit below.

Receipt Date:   The default is the system date, but this may be changed at the discretion of the tax office.  In most circumstances a change will occur when a payment is postmarked correctly, but not deposited until after the date a penalty begins to accrue.   A change of receipt date in this case prevents the inappropriate calculation of penalties for late payment.  The Receipt Date cannot be a date in the future.

Deposit Status:  The default is Open.

Deposit Type: Choose the appropriate type for the payment you are making.  The options for online payments include Apply Credit, Online or Payment. For reversals, the choices are Chargeback (credit cards only), Reversals (non-credit card payments), or Transfer.

  1. Click Save. The hotel/motel program generates the other fields on the Deposit Control screen automatically.  They are as follows:
  • Payment Count - the number of transactions in the deposit.  Voids are counted as a transaction.
  • Creator ID:  The user who created the deposit.
  • Change Date:  Date a deposit was created or last updated.
  • Location ID: (optional) Provides the location of the cashier.
  • Operator ID: the cashier currently logged on.
  • Cumulative Totals: The collected totals for the particular deposit and types of payments received (cash, check, credit card, money order, ACH).
  1. Click the Payment Transaction button to open the Payment Entry screen if you are paying a single billing period or click Pmt Transaction-Multiple if paying more than one billing period.
  2. To  close a deposit, click Edit.
  3. Change the Deposit Status to Closed.
  4. Click Save.