Deposits

A deposit is money that arrives in a bank account: a payout from Airbnb, Stripe or another processor, an imported payout, or one you add by hand. Each line of a deposit is a Reservation line, which applies a payment to a reservation, or a Non-Reservation line, which posts to an account. Merchant fees, channel fees and reserves sit on the reservation lines.

Import deposits

1. On Deposits, click Import and upload your file.
2. For a Stripe, Booking.com or Airbnb payout export, pick its preset and the bank account the payouts went to. The preset maps the columns. For any other file, map each column to a VRTrust field yourself.
3. Check the preview, fix flagged rows in the file and upload it again until the preview is clean.
4. Run the import.

Rows that share the same reference become one deposit with several lines. Booking.com payouts imported this way do not need the browser extension.

Add a deposit

1. On Deposits, click Add deposit.
2. Enter the date, the bank account that received the money, the amount and a description.
3. Add a line per reservation with the payment, and fees if any. Add non-reservation lines for the rest.
4. The lines must add up to the deposit amount. Save.

Move a payment to another reservation

When a guest rebooks or a payment sits on the wrong reservation, move it with a deposit of zero. No bank activity is recorded.

1. Add a deposit dated today in the trust account the payment cleared into, with the amount 0.
2. Describe the move, for example “Move payment from the cancelled reservation to the new booking”.
3. Add a reservation line for the reservation that holds the payment, with the amount as a negative payment.
4. Add a reservation line for the new reservation with the same amount as a positive payment.
5. Save.

Split one payment across reservations

Add the deposit with one reservation line per reservation, each with its part of the payment. The lines must add up to the payment.

Payments for listings VRTrust does not track

Sometimes a payout includes payments for a disabled listing or a property you own yourself. A disabled listing’s reservations cannot take payments. Keep the deposit, because the money did reach your trust account, and choose one:

• Re-enable the listing, apply the payment to the reservation, and disable the listing again. A listing counts toward billing while it is enabled.
• Keep the listing disabled: edit the deposit, change those lines to Non-Reservation and post them to Transfers to/from PM instead of Guest Balances. When the money leaves the trust account, record an expense on the same Transfers to/from PM account. Your manager balance nets to zero.

Do not add your outside bank account to VRTrust only for this transfer. Do not delete the deposit.

Review deposits each month

• On the Non-Reservation tab, check amounts without reservation detail. Move amounts that belong to a reservation to that reservation. Edit a deposit only after you undo its bank match.
• Review deposits without a bank account, usually from co-host listings. Archive deposits that do not belong to your trust account.
• Every deposit of the month should show a green check mark in the reconciliation column.

Change many deposits

Select deposits in the list to change their status or bank account, to refresh their journal entries, or to remove them. Removing deletes the deposits and their journal entries for good.