In this article we show what to do if you If you accidentally transfer charges from a Guest Folio to the City Ledger.
You have the option to undo the transfer by right clicking on the City Ledger (or Direct Bill) transfer transaction on the Guest Folio and selecting “Undo Transfer”.
IMPORTANT NOTE: This function is only available on the SAME DAY that the transferred occurred. If the transfer date has already passed then you must manually reverse the charges off of the City Ledger Account and repost them to the Guest Folio.
The following are the steps you will need to take if the “Undo Transfer” feature is no longer available.
STEP 1: Locate the transferred charges in the City Ledger & reverse the charges that were transferred by accident.
Operations > City Ledger > select the Search button located at the top of the screen. Select the Reservation ID dial, enter the Res ID of the reservation that the charges were accidentally transferred from and select OK.
The invoice where the charges were transferred 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.
The invoice where the charges were transferred 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.
Right click on the charges that were accidentally transferred and select “Adjust Transferred Charges”
In the Adjustment screen enter the following information:
- Reference – enter the reason for the adjustment
- Adjust Amount – you need to adjust the entire amount of the transaction so the adjusted amount should be the same figure as located in the “Amount” column.
- Select OK to continue with the adjustment.
The transaction has now been adjusted. Continue the above 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.
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
STEP 2: Repost the charges that were accidentally transferred to the City Ledger back onto the Guest Folio.
Locate the Guest Reservation in your PMS and use the Post Charges button (or Transactions Menu > Post Payment) to repost the charges that were accidentally transferred to the City ledger.
When reposting the charges, if necessary, select a different Folio then the one where the charges originally posted so that you can present the guest with a clean bill. For example, if the transferred charges posted to folio 1, you will want to repost the charges on folio 2. Continue to repost all charges to the Guest Folio.
When reposting the charges, if necessary, select a different Folio then the one where the charges originally posted so that you can present the guest with a clean bill. For example, if the transferred charges posted to folio 1, you will want to repost the charges on folio 2. Continue to repost all charges to the Guest Folio.
Remember to select proper Folio when posting the Payment.
The charges that were accidentally transferred to the City Ledger have now been reposted to the Guest Folio and the bill has been settled.
When printing a copy of the Guest Folio for the guest, ensure to select the correct Folio so that you can present the guest with a clean bill that does not show the charges that were accidentally transferred to the City Ledger.
