Retreat Manager RDA

The RDA (Rolling Deposit Account) is a feature in Retreat Manager which tracks a balance held by a retreat center for a guest or group. The same information is referred to as 'credit on file' in Retreat Portal.

How entries automatically go into the RDA? When a reservation is cancelled and has a positive payment total, then the total payments are automatically put into that guest's Rolling Deposit Account (aka credit on file).

If you're interested in learning how to manage the RDA records, then view this tutorial.

To enable this feature in Retreat Manager go to Configure > Administration > Payments, Invoice, and Price Options. Under Payments ensure that "Disable 'Rolling Deposit'...' is unchecked.

Example - Reservation with positive payments

In this example a reservation for a guest has a positive payment amount - i.e. they paid a $5 deposit which has not been refunded.

If that reservation is cancelled...

... then open Financials > Deposit Tracker > Guest RDA, you will see the record for that guest and the amount they paid at the time of cancellation.

If your goal is to zero out the reservation - i.e. ensure that no amount is due while still recording the positive payment in the RDA, then you need to follow this order.

1. Cancel the reservation while it has the positive payment balance.

2. Adjust the charges by either changing the unit price or adding a charge to equal the payments, and thus get a zero dollar balance.

3. Create a new payment, with a negative amount, to get the zero dollar balance. This part is entirely optional and based on your center's business/accounting rules.

Example - Reservation with zero dollar total payments

In this example a reservation for a guest has a total payment of $0. They paid $5, but then that same amount was refunded to them.

If that reservation is cancelled, then there is no additional entry in the RDA for that guest.

Learn more

If you're interested in learning how to manage the RDA records, then view this tutorial.