This program prints a detailed report of deposits within the following categories:

• Posted deposits on open reservations including those with a pickup date in the future.
• Posted deposits on open RAs
• Posted deposits on closed RAs where the opening date of the RA and the deposit date are earlier than the cut off date and the closing date is later than the cut off date
• Non-refunded posted deposits on cancelled and no-show reservations
• Non-refunded posted deposits on Voided RAs

To access the Deposit Reconciliation Report, type DEPRPT (RET) at any menu "OPTION:" field of the appropriate line number on the Month End menu. The screen will then display:

OPTION: __ DEPOSIT RECONCILIATION REPORT 1 Check res's also N 2 Cutoff Date 05-25-08 3 Cutoff Time 2359 4 Post ID ALL 5 Incl deposit on Voids N 6 Detail/Summary D 7 Print/Display P 8 Location ALL 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. CHECK RES'S ALSO	Enter: N = No. Only deposits taken on open RAs and unposted Closed RAs will report. Deposits taken on reservations will not be included. Y = Yes. Both deposits taken on reservations (open reservations, and unrefunded deposits on no-show and cancelled reservations) as well as deposits on RAs (open RAs, unposted closed RAs, and unrefunded deposits on voided RAs) will appear on the report. This is the response that should be used when trying to reconcile to the G/L customer deposits account. Deposits on cancelled and no-show reservations and voided RAs are indicated on the report with "C", "N", or "V" respectively. EXAMPLE: Type Y (RET)
2. CUTOFF DATE	Enter the date through which this report should be run. Open deposits dated after this date (and time entered in Field 3) will not be included in the report. Press (RET) to default to yesterday's date. (The current date is not allowed in this field.) EXAMPLE: Type 043008 (RET)
3. CUTOFF TIME	Enter the time through which this report should be run for the date shown. Press (RET) to default to the last minute of the day. EXAMPLE: Press (RET)
4. POST ID	For those CARS+ users that have multiple posting companies for accounting purposes, enter a 2 digit number representing the Posting Company for which this report should be run. Press (RET) to accept the default of "ALL" for all posting companies. EXAMPLE: Type 00 (RET)
5. INCL DEPOSIT ON VOIDS	Enter: Y = Yes. Non-refunded deposits on Voided RAs will be included in the report. Their status ("V") will be indicated on the report. The RA must have a void (return) date that is later than the cut off date and the deposit date must be earlier than the cut off date. N = No. Do not include non-refunded deposits on Void RAs in the report. EXAMPLE: Type N (RET)
6. DETAIL/ SUMMARY	Enter 1 alpha character to select the report format. D = Detail S = Summary EXAMPLE: Type D (RET)
7. PRINT/ DISPLAY	Enter: P = Print a hard copy of this report on your terminal's assigned printer D = Display this report on your terminal screen EXAMPLE: Type P (RET)
8. LOCATION	Enter: A single Location Code for the location whose deposits are to be reported. A Location Group Code The word "ALL" for all locations EXAMPLE Type (RET)

The screen will then display:

OPTION: __ DEPOSIT RECONCILIATION REPORT 1 Check res's also Y 2 Cutoff Date 04-30-08 3 Cutoff Time 2359 4 Post ID 00 5 Incl deposit on Voids N 6 Detail/Summary D 7 Print/Display P 8 Location ALL 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:" TO BEGIN PRINTING.

TIPS ON RECONCILING THE G/L DEPOSIT ACCOUNT

The following general notes concern the use of this report as an aid in reconciling the G/L Deposit Liability account.

1. To be used for end-of-month reconciliation, this report must be run after all DBR posting for the month has been done and should be run through the particular month-end date.

2. This report may include the following non-refunded deposits, depending on what was requested:

a. Non-refunded deposits taken on Cancelled and No-Show reservations.

b. Non-refunded deposits taken on Voided RAs.

See the following discussion on Non-Refundable Deposits.

PROCESSING DEPOSITS

General Ledger transactions resulting from processing customer deposits are discussed here:

1. Normal Processing when taking Deposits.

a. At the time the deposit is taken:

DEBIT the Cash account for C & CC type of FOPs. Debit the A/R account for B & BC FOPs.

CREDIT The Customer Deposit Liability account.

At the time of receiving the deposit, an equal amount of service has not been offered. As a result, the customer is owed service (thus the increased liability).

b. At the time a RA is closed, the deposit is applied to the rental agreement. The following accounts are involved when the transaction is posted:

DEBIT The Customer Deposit Liability account is debited (decreased).

CREDIT The appropriate accounts (revenue, sales tax, etc.) are then credited.

Therefore, it is at the time of closing, that the liability is removed.

2. Refunded Deposits

To show that a deposit was refunded, enter a negative deposit on the Reservation or RA in question. When the deposit is posted, the following journal entry is made:

DEBIT The Customer Deposit Liability account is debited (decreased)

CREDIT The Cash account or the appropriate A/R account (depending on the FOP) is credited. (decreased)

3. Non-Refunded Deposits.

When the reservation is cancelled or no-showed or the RA is voided without refunding the deposit, the deposit is not transferred out of the Customer Deposit Liability account.

To obtain a report of all non-refunded deposits, run an Operations DBR using the following parameters:

Field 1, Start Date = 01/01/0000 (EARLIEST) or the ending date of the DBR that was run the last time non-refunded deposits were researched.

Field 3, Ending Date = month end date.

Field 5, Location = ALL

Field 8, DBR Type = 5

The system will then prompt with the following question:

SELECT ONLY RA'S WITH DEPOSITS?

Answer Y for YES.

The resulting report will list all deposits that were not refunded at the time the related record was voided, canceled or no-showed. This report should then be matched against the manual adjustments for each deposit. Note, deposits that have been processed manually (off the system) will still appear on this DBR report.

4. Processing Non-Refunded Deposits Manually.

As mentioned above, non-refunded deposits are listed on the Void Section (Section 5) of the Operating DBR. This report can be used periodically as a source document for manually processing these deposits. The following General Journal entry should be made:

DEBIT The Customer Deposit Liability account.

CREDIT An appropriate income account.

User tip: The Deposit Reconciliation Report can be run with a cut off date far enough in the past so that only the non-refundable deposits appear. Use these as a source for an external adjustment against the report that was run through the month-end date.

User tip: If confident that all forfeited deposits have been processed, run the report with the option to skip the voids. Run it again including the voids. Check this month's "with void" report against last month's report to see if any new voids/cancels appear. Check that the General Journal entry for the new ones has been recorded. Then run the report again without the voids.

5. Processing non-refundable deposits through CARS+.

Non-refundable deposits can be processed in CARS+ . In order to do so, minor set up is required.

Set up: In the Customer File, create a Form of Payment to use for this procedure.

On page 1 of the Cust record, enter:

Field #2, Name: NON-REFUND DEPOSIT

On page 2 of the Cust. record, enter as follows:

Field # 2, Cust. Type: "C

Field #12, A/R Account: Enter the G/L revenue account number to use to record the income from the non-refunded deposit.

Press "F4" (instead of F1) to save the record and assign the code.

The example used in this chapter is: DEP

Processing:

Cancelled & No-show Reservations:

Bring up the reservation on the Reservation screen and do a negative deposit in the C subwindow using the FOP code "DEP" (or whatever code you set up). This will:

• Bring the deposit amount on the reservation to zero
• Make the entry on the DBR to debit the Customer Deposit Liability account and credit income account
• Allow the non-refunded deposit to drop off of the Deposit Reconciliation Report.

Void RA:

Bring up the RA in Edit Opening Fields and do a negative deposit in the C subwindow using the FOP code "DEP" (or whatever code you set up). This will:

• Bring the deposit amount on the RA to zero
• Make the entry on the DBR to debit the Customer Deposit Liability account and credit the income account
• Allow the non-refunded deposit to drop off of the Deposit Reconciliation Report.

User tip: By saving the RA in Edit Opening Fields, it will unvoid the RA. Be sure to void it again in the Void RA program.

Once the non-refunded deposit entry is posted, the original deposit will drop off of the Deposit Reconciliation Report.

User tip: The Deposit Reconciliation Report cannot be run for the current day. Therefore, wait a day to verify that it did drop off of the report. And remember, it will only drop off after the negative deposit has been posted.

By using this method, a negative deposit is entered on ALL voided RAs and no-show and canceled Reservations. If the deposit is refunded, the FOP used to make the refund is entered (cash, check, credit card). If the deposit is not refunded, the FOP code "DEP" is used to journal the funds into an income account. By processing these transactions every month, the Deposit Reconciliation Report will be an accurate reflection of outstanding deposits.

User tip: Be aware that a timing issue is involved in running this report. The following transactions illustrate this point:

• May 15: A Reservation is created for June 10. $100 deposit is entered on the Res. and posted on the May 15 DBR.
• June 2: Reservation is cancelled. Negative deposit is entered (either refunded or transferring to income if not refunded.)
• June 5: A Deposit Reconciliation Rept. is run with a cutoff date of May 31. The original $100 deposit entered May 15 will be shown. This is because as of May 31, the total deposits on the reservation do not equal zero. If the Deposit Reconciliation Rept. had been run with a cut off date of June 4, no deposits for the reservation would be listed.