Managing Security Deposits in mr.alfred PMS

📍 What is a Security Deposit?

A security deposit is an amount held or charged before a guest’s stay to cover potential damages or extra costs. In mr.alfred PMS, deposits are handled separately from booking payments and are fully trackable in the Payments tab of each booking.

🏦 How Deposits Are Collected

• Stripe → Preauthorization for 7 days.

• Mamopay → Preauthorization up to 33 days (must be requested from Mamopay).

• If a booking is longer than the hold period, the deposit is collected as a normal payment instead of a hold.

• Airbnb bookings are excluded, since Airbnb manages deposits directly.

👉 If your account has a Booking Engine, the guest will always be redirected there to complete the deposit payment.

🗂️ Viewing Deposits in the Payments Tab

In each booking’s Payments tab, you’ll see the deposit listed separately from regular payments, with:

• Amount

• Status (On Hold, Captured, Refunded, Expired)

• Expiry date (based on gateway)

• Action buttons for managing the deposit

🛠️ Managing Deposits Step by Step

1. Check Deposit Status

   • 🟡 On Hold: Preauthorized but not yet charged

   • 🔴 Captured: Charged to the guest

   • 🔵 Refunded: Returned to the guest

   • ⚪ Expired: Hold released automatically

2. Capture a Deposit

   • Click Manage → Capture.

   • Enter the amount you want to capture (partial or full).

   • The remaining balance (if any) will be refunded automatically.

3. Refund a Deposit

   • Click Manage → Refund.

   • Confirm the full refund — the guest will be notified automatically.

4. Add Notes or Comments

   • Use the Add Comment option to keep internal records on the deposit action.

🚩 Incident Flags

• If an expense is assigned to the guest (via Operations or Expense modules), the system automatically flags the deposit.

• Flagged deposits appear in red with a “View Incident Flags” option.

• PMS warns you if you try to refund a flagged deposit.

• Multiple expenses can be linked, showing reference ID, description, and amount.

• You may override the warning, but the system logs that the flag was ignored.

🔒 Permissions & Logs

• Only users with the correct role can capture or refund deposits.

• Every action is logged with the user name, timestamp, and notes for full accountability.

✅ Quick Tips

• Always review incident flags before refunding.

• Remember that Mamopay’s 33-day hold requires a request from Mamopay.

• For long stays, deposits automatically switch to a normal payment link.

• Make sure to have a Security deposit configured in the booking or property, or else no deposit link will be generated.

📌 Related Articles

• Collecting and Tracking Payments in mr.alfred PMS

• How to Add or Adjust Payment Methods

• How to Add an Expense

• Requests: What Are They and How They Work

• How to create Security deposit Alerts