The following article explains how to reverse and adjust postings made to a guest folio and how to move a posting from one folio and post it to another if it is not inhouse.
For inhouse reservations there is a feature to move postings from one folio to another. Please see the article How to Move a Posting to Another Reservation while In House
What is the difference between Reversing, Adjusting and Transferring?
- Reversing when you want to remove the entire posting from the Guest Folio you would use the Reverse function. For example: There is a $100.00 Pet Fee on the Guest Folio that you want to remove. You would use the Reverse function to remove the entire $100.00 posting.
- Adjusting when you want to remove a portion of a posting from the Guest Folio you would use the Adjust function. For example: There is a $100.00 Pet Fee on the Guest Folio but you only wish to charge the guest $50.00. You would use the Adjust function to remove $50.00 only from the posting.
- Transferring when you want to move a posting from one folio to another, but the reservation is not in house and you are unable to use the move feature.
Reverse
Locate the posting on the Guest Folio that you wish to reverse. Ensure the black arrow is pointing towards the posting. In this example, we wish to reverse the $20.00 Roll Away Bed charge as the guest did not use it.
Right click on your mouse and select Reverse from the menu.
- A box will appear, enter the reason for the reversal into the Reason box below.
- Select "OK"
If the Transaction Code being used is setup as a repeatable (you have the option to have this transaction code post per day) you can choose to:
- Reverse only this one posting
- Reverse all in series, which means the PMS will automatically reverse all the corresponding repeated postings of this Transaction Code (past postings only)
The charge has now been removed from the Guest Folio.
Folio 9
When a posting is reversed it moves to Folio 9. To view reversed charges, use the Folio drop down menu to the left hand side of the screen to select Folio 9. Here we can see the Cot charge that was reversed.
Adjustment
Locate the posting on the Guest Folio that you wish to adjust. Ensure the black arrow is pointing towards the posting. In this example, we wish only charge the guest $15.00 for the WiFi Access.
Right click on the posting and select Adjustment from the menu.
- Enter the amount you wish to refund.
- Enter a reason for the refund.
- Click "OK"
NOTE: If the posting included taxes, this refund will be $3.00 + tax. If you want to refund a flat amount of $3.00, then you must calculate the before tax amount and then enter that total into the box below.
The original posting and the corresponding adjustment will then appear on the Guest Folio.
Folio Appearance
When printing the Guest Folio for the guest, if you do not want the original posting to display on the Guest Folio go to Transactions Menu -> Folio Appearance.
Check the box next to Do Not Show Adjustments and then select "OK"
Select the Refresh button at the top of the folio screen to see the charge and adjustment merge into a single line item, showing the net amount of the two postings.
This feature allows you to present your guest with a cleaner copy of their Guest Folio. It also allows you to hide any adjustments that you may not want the guest to see.
Follow the link to read more about Folio Appearance Settings
Transferring
Locate the Folio that you wish to move the posting from
- Select Post payment (if you are moving a payment) or Post Charge (if you are moving a charge)
- Select the relevant payment or charge code
- Enter a reference. It is recommended this reflect where the posting is being moved to
- Enter a negative amount for the posting you're wanting to move
- Select OK/Exit
Note: If using a credit card processor ensure 'disable on-line processing' is checked. This will allow you to move the transaction without processing a refund on the card. See the article Disable on-line processing for more information on this feature.
In the example below a $200 visa payment is being moved from this reservation
Locate the Folio that you wish to move the posting to
- Select Post payment (if you are moving a payment) or Post Charge (if you are moving a charge)
- Select the same payment or charge code
- Enter a reference. It is recommended this reflect where the posting is being moved from
- Enter a positive amount for the posting you're wanting to move
- Select OK/Exit
Note: If using a credit card processor ensure 'disable on-line processing' is checked. This will allow you to move the transaction without processing a charge on the card.
In the example below a $200 visa payment is being moved onto this reservation
Folio Appearance
The moved transaction will now appear on the folio with the reference noted under Description.
Note: Payment postings will appear as refund/payment
