Making and claiming damage reports for deposits
If damage has been caused by the guest, you can create a damage report. You can add one or more damage reports per security deposit item. After checkout, damage reports can be claimed and settled on the guest invoice.
Making a damage report
To add a damage report, you need to access the relevant security deposit. You do this either via the security deposit management page or via the reservation itself.
A damage report can only be created when the security deposit has been paid, i.e. secured.
Open the security deposits page in the reservation module, and go to the 'secured' tab. Find the correct reservation by booking number, and click the name of that security deposit.
Open the correct reservation, and find the security deposit in the reservation order. Click the name of the security deposit item. Or, click the ellipsis button behind the security deposit and select 'Create a damage report' to access the damage report form directly.
Within the detail page of the security deposit, click '+Damage report'.
Provide a name and description for the inventoried damage.
Add the damage amount. This amount can be less than, equal to, or more than the original deposit amount.
Save the damage report. A saved damage report can be deleted as long as it has not been claimed yet.
Guests are not informed about any damage reports or claims through BEX PMS. You’ll need to inform them yourself, when you see fit.
The status of the security deposit changes to 'Blocked' after a damage report has been added.
Read more: Statuses of security deposits
Claiming damage
When checking out the reservation via the reservation page, you’ll be notified of any unclaimed damage reports. Damage reports can only be claimed after the reservation has officially checked out.
Access the relevant security deposit (with status 'Blocked') in the same way as described above for creating a damage report, or by clicking the button in the notification in the reservation.
Check the damage report(s) for accuracy.
Click the 'Claim' button in the top right.
The damage report will be added as a line item to the reservation invoice, and depending on the amount claimed the guest will not receive their deposit back, only receive a partial deposit amount back, or will have to pay the extra via the reservation invoice.
Once a damage report is claimed, this cannot be undone. Therefore, check the accuracy of the damage reports carefully.
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