Support CentreAdvanced ModulesCity Ledger City LedgerHow to fix a Charge that was Accidentally Billed to the City Ledger

How to fix a Charge that was Accidentally Billed to the City Ledger

Reversing a Transfer on the Same Day

If a charge was accidentally transferred from a Guest Folio to the City Ledger, the transfer can be undone by right clicking on the City Ledger (or Direct Bill) transaction on the Guest Folio and selecting Undo Transfer.

IMPORTANT NOTE: This function is only available on the SAME DAY that the transfer occurred. If the transfer date has already passed, then the charges must be manually reversed from the invoice on the City Ledger Account, and reposted to the correct Guest Folio.

Reversing a Transfer on the Same Day

The following are the steps you will need to take if the Undo Transfer feature is no longer available.

STEP 1: Reverse the Charges on the City Ledger Invoice

Locate the transferred charges in the City Ledger, reverse the charges that were accidentally transferred.

  1. Operations > City Ledger > Search button located at the top of the screen.
  2. Select the Reservation ID dial, and enter the Res ID  for the reservation that the charges were transferred from
  3. Click OK
STEP 1: Reverse the Charges on the City Ledger Invoice

Locate the Invoice

The invoice where the charges were transferred to will appear in the Open Invoices tab, double click on the invoice (or click the View Details button) to open the Details for Invoice screen.

Locate the Invoice

Proceed to the Transferred tab and click on the “+” sign under the Transfer Date column to view the transferred transactions.

Adjust off the Transferred Charges

Right click on the charges that were accidentally transferred and select Adjust Transferred Charges.

Adjust off the Transferred Charges

In the Adjustment screen enter the following information:

  • Reference – enter the reason for the adjustment
  • Adjust Amount – Adjust the entire amount of the transaction. The adjusted amount should be the same figure as located in the Amount column
  • Click OK to continue with the adjustment

The transaction has now been adjusted. Repeat these steps for all transferred transactions.

NOTE: Adjustments will not be reflected in the Amount column of the Transferred Tab. The adjustments are reflected in the Charges tab and display as negative charges. If you click on the adjustment icon located in the far left column you will see detailed information regarding the adjustment.

Review the Invoice

Before exiting the Invoice, go to the Details tab and confirm that the Total Balance Due for this Invoice is $0.00.

NOTE: Transferred Amount (total amount of transfers from the Guest Folio) minus Charges (total adjustments made to transfers) = Balance Due

Review the Invoice

STEP 2: Re-post the Charges to the Guest Folio

Re-post the charges that were accidentally transferred to the City Ledger back onto the Guest Folio.

Locate the Guest Reservation in the PMS, and use the Post Charges button (or Transactions Menu > Post Payment) to re-post the charges that were accidentally transferred to the City ledger.

STEP 2: Re-post the Charges to the Guest Folio

When re-posting the charges, it is recommended to post them to a different folio number, so that the guest can be presented with a clean folio.

Post Payment from the Guest

Once all charges have been re-posted to the folio, payment can be taken.

Post Payment from the Guest

If the charges were posted to a new folio number, ensure that the payment is also posted to the same folio number.

The charges that were accidentally transferred to the City Ledger have now been re-posted to the Guest Folio and the bill has been settled.

Printing the Folio for the Guest

When printing a copy of the folio for the guest, if the re-posted charges were done on a new folio, be sure to select that folio number from the drop-down menu. This will prevent the charges that were initially transferred from showing on the printout.

Printing the Folio for the Guest