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How to Update Existing Reservations After Billing Changes were made to the Corporate Account

If a Corporate Account was originally setup to bill to Folio 1 and was changed to bill to Folio 8 at a later date, any reservations that were created prior to the change will still bill to Folio 1.

OR

If a Corporate Account was originally setup to bill to Folio 8 and was changed to bill to Folio 1 at a later date, any reservations that were created prior to the change will still bill to Folio 8.

For example:

ABC Company is currently setup to bill to Folio 8.

NOTE: The following procedure will only work for upcoming & arriving reservations. If the guest is already in house, room charges must be manually transferred to the appropriate folio using the Move function.

In this example, there is an upcoming Corporate reservation for Mr. George Sharp. Based on ABC Company's Corporate Account setup, Room & Tax is set to bill to Folio 8 upon check-in.

If for any reason the billing was changed from Folio 8 to Folio 1 on the ABC Company Corporate Account, it would affect all new reservations made after the change, but it would not affect any already existing reservations, such as the one for Mr. George Sharp.

When George Sharp checks in, the Room & Tax will still post to Folio 8, as that is what the billing was set to at the time his reservation was made.

If the guest's billing needs to be changed to Folio 1, use the following steps (again, these steps only apply to upcoming or arriving reservations. Any guests that are already in house will need to have their room charges manually moved to the proper folio using the “Move” function):

Step 1: Remove the Guest's Reservation from the Corporate Account

Locate the desired reservation, and either double click on it, or click Change Res.

Step 1: Remove the Guest's Reservation from the Corporate Account

Un-check the Book box, open the rate (click the + symbol) and take note of the Rate before proceeding further.

Change the Client Type to Leisure (or any other Client Type with an independent function). Click Refresh.

  1. Temporarily change the rate to another rate plan, or enter a Manual Rate
  2. Check the Book box
  3. Click OK to save

Step 2: Re-Attach the Corporate Account to the Reservation

In order to refresh the reservation with the new billing instructions from the Corporate Account, the next step is to reattach the Corporate Account.

  • Open the reservation again by double clicking on it, or clicking Change Res
  • Un-check the Book box
  • Change the Client Type back to Corporate, and select the correct Corporate Account
  • Click Refresh
Step 2: Re-Attach the Corporate Account to the Reservation
  • Change the Rate back to the original rate (click + symbol under the Rate column) If the rate plan has been changed since the reservation was first made, use Enable Rate Overriding to change the rate back to the correct price
  • Check the Book box
  • Click OK to save

The reservation has now been updated to reflect the billing change from the Corporate Account.

When the guest is checked in, the Room & Tax will now post to Folio 1.