Adjusting a Group's billing before Check-In and after Check-In are very different. The following article reviews the steps involved in changing the Billing before a Group starts to Check-In.
Below are the different scenarios you may encounter when needing to change billing prior to Check-In:
- Change Individual Billing to House Account Billing
- Change Individual Billing to City Ledger Account Billing
- Change House Account Billing to Individual Billing
- Change House Account Billing to City Ledger Account Billing
- Change City Ledger Account Billing to House Account Billing
- Change City Ledger Account Billing to Individual Billing
1. Change Individual Billing to House Account Billing
First, under the Primary tab > Contact & Billing Info tab, change the Folio Number to 8 and check the box next to Apply to existing reservations. Click the Post button to save.
Add Routing
Next, proceed to the Routing/Deposit tab of the Primary Section and setup the proper House Account billing (NOTE: if you are unsure of how to setup House Account billing please see the article titled How to Create a Group with Billing to a House Account).
Click Post to save changes.
Check Existing Reservations
If there are pre-existing reservations in the Rooming List tab:
- Check the Routed checkbox for those guests whose charges you wish to route to the House Account upon checkout.
- Ensure the F. No (Folio Number) now reflects billing to folio 8
- When finished, click Post to save.
This group is now setup to bill to a House Account upon Check-Out.
2. Change Individual Billing to City Ledger Account Billing
Under the Primary tab > Contact & Billing Info tab, change the Folio Number to 8 and check the box next to Apply to existing reservations. Next, check the box next to Bill to City Account.
- If the City Account you wish to attach already exists, use the Bill To drop down menu to select the appropriate City Ledger Account.
- If the City Account you wish to attach does not already exist, check the Create a New Account checkbox and enter the name of the City Account you wish to create into the Bill To area. Also enter the desired credit limit for this account into the Credit Limit area.
- Click the Post button to save.
Check Existing Reservations
If there are pre-existing reservations in the Rooming List tab, ensure the F. No (Folio Number) column now reflects billing to folio 8.
This group is now setup to bill to a City Ledger Account upon Check-Out.
3. Change House Account Billing to Individual Billing
Under the Primary tab > Contact & Billing Info tab, change the Folio Number to 1 and check the box next to Apply to existing reservations.
Click Post to save changes.
Cancel the House Account
Next, go to the Routing/Deposit tab under the Primary section and delete the House Account by selecting the Cancel button.
Use the Reason drop down menu to select the reason for cancelling the House Account and then select the Cancel Res button at the bottom of the screen.
Check Existing Reservations
If there are pre-existing reservations in the Rooming List tab, the F. No (Folio Number) column will now reflect billing to Folio 1.
NOTE: It is ok if the Routed column remains checked, since the Folio Number is 1, and the attached House Account is cancelled, no billing will be routed upon check-out.
This group is now setup to bill to the Individual Guest upon Check-Out.
4. Change House Account Billing to City Ledger Billing
Under the Primary tab > Contact & Billing Info tab, change the Folio Number to 8 and check the box next to Apply to existing reservations.
Next, check the box next to Bill to City Account
- If the City Account you wish to attach already exists, use the Bill To drop down menu to select the appropriate City Ledger Account
- If the City Account you wish to attach does not already exist, check the Create a New Account checkbox and enter the name of the City Account you wish to create into the Bill To area. Also enter the desired credit limit for this account into the Credit Limit area
- Click the Post button to save
Cancel the House Account
Next, go to the Routing/Deposit tab under the Primary tab, and delete the House Account by selecting the Cancel button.
Use the Reason drop down menu to select the reason for cancelling the House Account and then select the Cancel Res button at the bottom of the screen.
Check Existing Reservations
If there are pre-existing reservations in the Rooming List Tab, the F. No (Folio Number) column will now reflect billing to Folio 8. Proceed to uncheck the boxes under the Routed column as billing is no longer being routed to a House Account.
When finished, click Post to save.
This group is now setup to bill to a City Ledger Account upon Check-Out.
5. Change City Ledger Account Billing to Individual Billing
Under the Primary tab > Contact & Billing Info tab, change the Folio Number to 1 and check the box next to Apply to existing reservations.
Next, uncheck the box next to Bill to City Account. The Bill To information should then disappear from the screen.
Click Post to save changes.
Check Existing Reservations
If there are pre-existing reservations in the Rooming List tab, the F. No (Folio Number) column will now reflect billing to Folio 1.
This group is now setup to bill to the Individual Guest upon Check-Out.
6. Change City Ledger Account Billing to House Account Billing
Under the Primary tab > Contact & Billing Info tab, ensure the Folio Number is set to 8, and check the box next to Apply to existing reservations.
Next, un-check the box next to Bill to City Account. The Bill To information should then disappear from the screen.
Click Post to save changes.
Add a House Account
Next, proceed to the Routing/Deposit tab of the Primary Section and setup the proper House Account billing (NOTE: if you are unsure of how to setup House Account billing please see the article titled How to Create a Group with Billing to a House Account).
Click Post to save changes.
Check Existing Reservations
If there are pre-existing reservations in the Rooming List tab, ensure to check the Routed checkbox for those guests whose charges you wish to route to the House Account upon checkout.
When finished, click Post to save.
This group is now setup to bill to a House Account upon Check-Out.
