Some communities require residents to put down a deposits to use facilities or amenities (e.g. service elevator, party room etc.) If a resident violates the terms of use or damages the amenity, the deposit is collected by the community. This user guide outlines how to capture a full or partial deposit from your Embedded Payments dashboard. Only users in the Payment Administrators group can collect deposits.
You have 7 days after the booking to capture a deposit. After that time the deposit will be automatically released and cancelled.
1. Select Setup from the user menu.
2. Pick Payment Setup from the main menu.
3. Under the Financial Reports tab, click Payments to see the list of transactions for your community.
4. Locate and select the deposit you want to capture. You can filter by Amount, Date, Status or Payment Method to help find the deposit.
5. In the payment details window, review the deposit amount. Processing fees will be subtracted from the total amount upon capture. These fees cannot be charged back to the resident - they must be taken from the deposit total. Click Capture to collect the full or partial deposit.
6. By default, you will see the full amount of the deposit. Enter the amount want to collect and click Capture.
Reminder: You can only capture a deposit once. If you enter a partial amount, you will not be able to collect the rest in the future.
7. The deposit has now been captured and the funds, less the processing fees, will be deposited to your community's account.
8. The full breakdown of the Deposit Amount, Processing Fees, and Net Amount will now be listed and the payment capture has been added to the Timeline.
Note: If you capture a partial amount, the processing fees will initially be calculated on the whole amount. If you close the window, wait 30 seconds, and reopen the window, the correct fees and net amount will be listed.
The payment status will also be changed to Succeeded.
Cancelling a Deposit
Deposit are automatically released and cancelled 7 days after the booking. At that time the status will be changed from Uncaptured to Canceled. If needed, you can manually cancel a deposit prior to the 7 day mark.
1. In the payment details window, click Cancel.
2. Select the reason for cancelling the deposit and if applicable, add any additional details about the cancellation. Once completed, click Cancel.
Cancellation Reason Options: Duplicate, Fraudulent, Request by Customer, or Other
3. The deposit has now been cancelled and the cancellation has been added to the timeline.
Additional Resources
- How to Issue a Full or Partial Refund in Embedded Payments
- How to Manage Disputes in Embedded Payments
- How to Update Your Payout Schedule in Embedded Payments