The following article demonstrates how to reverse or adjust/refund a payment using RoomKeyPMS Payments Powered By Fullsteam. All users will have the ability to reverse or adjust/refund both payments and charges in RoomKeyPMS; if you do not want a user to have access to this function you will need to give the following Reservation Management reverse-permission: 1537 Disallow Reversals/Adjustments/Moves.
When would I Reverse a Payment?
You can use Reverse on a payment if you posted the wrong amount and need to "undo" the posting, then re-post the correct amount. You can also use Reverse to return the full payment amount back to the guest credit card (this is the scenario demonstrated in How to Reverse a Payment Using RoomKeyPMS Payments Powered By Fullsteam below). When you reverse a payment, both the original payment and the reversal transactions are automatically moved to Folio 9 and therefore do not appear on the guest final bill.
When would I Adjust/Refund a Payment?
You would use Adjustment/Refund if a portion of the payment is being refunded back to the guest credit card (this is the scenario demonstrated in How to Adjust/Refund a Payment Using RoomKeyPMS Payments Powered By Fullsteam below). You can also use Adjustment/Refund to return the full payment amount back to the guest credit card; however please note that when you adjust/refund a payment, both the original payment and the adjustment remain on the folio and therefore will be visible to the guest on their final bill.
Click below for more information:
- Locate the reservation and select the Folio tab
- Right-Click on the payment, and select Reverse
- Enter a Reason into the field provided and select the OK button
- In the Fullsteam processing window, select the Post button
- When the "Approved" message appears, select the Close button
- Locate the reservation and select the Folio tab
- Right-Click on the payment, and select Adjustment
- Enter the Refunding Amount and a Reason into the fields provided, and then select the OK button
- In the Fullsteam processing window, select the Post button
- When the "Approved" message appears, select the Close button
