Deposit Settings

Deposit Settings

Deposit Settings in Restaurant Settings allow you to configure deposit requirements, payment methods, refund policies, and deposit management for table bookings. This guide covers all deposit-related configuration options.

Accessing Deposit Settings

To configure deposit settings:

1. Navigate to Settings → Restaurant Settings
2. Click on "Deposit Settings" or find it in the Restaurant Configuration section
3. Configure deposit options as needed

Deposit Requirements

Enable Deposit Requirement

Control whether deposits are required for bookings:

• Deposit Required: Enable or disable deposit requirements
• Always Required: Require deposit for all bookings
• Conditional: Require deposit based on conditions (time, table type, guest count, etc.)
• Optional: Allow customers to choose whether to pay deposit

Deposit Type

Choose how deposit amount is calculated:

• Fixed Amount: Same deposit amount for all bookings
• Percentage of Estimated Bill: Deposit as percentage of expected bill
• Per Person: Fixed amount per guest
• Table Type Based: Different amounts for different table types

Deposit Amount Configuration

Fixed Deposit Amount

If using fixed deposit type:

• Deposit Amount: Fixed amount in your currency (e.g., ₹500, $50)
• Currency: Currency for deposit amount
• Table Type Override: Different fixed amounts for VIP, outdoor, etc.

Percentage Deposit

If using percentage type:

• Deposit Percentage: Percentage of estimated bill (e.g., 20%, 30%)
• Estimated Bill Calculation: How estimated bill is calculated
• Minimum Deposit: Minimum deposit amount regardless of percentage
• Maximum Deposit: Maximum deposit cap

Per Person Deposit

If using per person type:

• Amount per Person: Fixed amount per guest
• Minimum Guests: Apply per person deposit only above minimum guest count
• Maximum Cap: Maximum total deposit regardless of guest count

Deposit Payment Methods

Accepted Payment Methods

Specify which payment methods accept deposits:

• Cash: Allow cash deposits
• Card: Accept card payments for deposits
• Online Payment: Enable online payment gateway for deposits
• Bank Transfer: Allow bank transfer for deposits
• UPI/Wallet: Accept UPI, digital wallets, etc.

Online Deposit Payment

• Enable Online Payment: Allow customers to pay deposit online
• Payment Gateway: Configure payment gateway integration
• Payment Link: Generate payment links for deposits
• Payment Deadline: Time limit for online deposit payment

Deposit Account Configuration

Deposit Account

Configure where deposits are recorded:

• Deposit Account: Select account for deposit transactions
• Account Type: Bank account, cash account, or liability account
• Auto-reconciliation: Automatically reconcile deposits with bookings

Deposit Recording

• Transaction Type: How deposits appear in accounting
• Deposit Label: Label for deposit transactions
• Automatic Entry: Automatically create accounting entries for deposits

Deposit Refund Policy

Refund Rules

Configure when and how deposits are refunded:

• Automatic Refund: Automatically refund on cancellation
• Manual Refund: Require manual approval for refunds
• Conditional Refund: Refund based on cancellation time and conditions
• No Refund: Non-refundable deposits (clearly communicate to customers)

Refund Conditions

• Full Refund: Conditions for 100% refund
• Partial Refund: Conditions for partial refund
• No Refund: Conditions when deposit is forfeited
• Cancellation Deadline: Time before booking when refund rules apply

Refund Processing

• Refund Method: How refunds are processed (original payment method, bank transfer, etc.)
• Refund Timeline: Time taken to process refunds
• Refund Notification: Notify customers when refund is processed
• Refund Account: Account from which refunds are processed

Deposit Application to Final Bill

Deposit Deduction

• Auto-deduct: Automatically deduct deposit from final bill
• Manual Deduction: Staff manually applies deposit to bill
• Deposit Display: Show deposit amount on final invoice

Excess Deposit Handling

• Refund Excess: Automatically refund if deposit exceeds final bill
• Credit Balance: Keep excess as credit for future bookings
• Customer Choice: Let customer choose refund or credit

Insufficient Deposit

• Collect Difference: Collect additional payment if deposit is less than required
• Waive Difference: Waive small differences
• Policy: Clear policy for handling insufficient deposits

Deposit Notifications

Customer Notifications

• Deposit Request: Notify customer when deposit is required
• Payment Confirmation: Confirm when deposit payment is received
• Refund Notification: Notify when deposit is refunded
• Deposit Reminder: Remind customers about pending deposit payments

Staff Notifications

• Deposit Received: Alert staff when deposit is paid
• Pending Deposits: Notify about bookings with unpaid deposits
• Refund Requests: Alert when refund is requested

Deposit Reports and Tracking

Deposit Tracking

• Deposit Status: Track deposit status for each booking
• Outstanding Deposits: View bookings with unpaid deposits
• Deposit History: View deposit payment and refund history

Deposit Reports

• Deposit Collection Report: Report on collected deposits
• Deposit Refund Report: Report on refunded deposits
• Outstanding Deposits: Report on pending deposits
• Deposit Trends: Analyze deposit patterns over time

Saving Deposit Settings

After configuring all deposit settings:

1. Review all deposit policies and amounts
2. Ensure refund policies are clearly defined
3. Click "Save" or "Update Settings"
4. Settings will apply to new bookings
5. Communicate deposit policies to customers

Best Practices

• Clear Communication: Clearly communicate deposit requirements to customers
• Reasonable Amounts: Set deposit amounts that balance protection and customer convenience
• Flexible Policies: Allow exceptions for special circumstances
• Timely Refunds: Process refunds promptly to maintain customer trust
• Document Policies: Document deposit policies for staff reference
• Regular Review: Review deposit amounts and policies regularly
• Legal Compliance: Ensure deposit policies comply with local regulations

Related Settings

Deposit settings work together with:

• Booking Settings: Deposit requirements affect booking flow
• Payment Settings: Configure payment methods for deposits
• Online Payment Settings: Set up online payment for deposits
• Notification Settings: Configure deposit-related notifications

Proper deposit settings protect your business while maintaining customer satisfaction!