The following article explains the difference between Transferred and Manual charges, and how they can be reversed or adjusted on the City Ledger.
Go to Operations > City Ledger. Locate the Invoice where the charge you wish to reverse is located. If you are unsure how to locate an invoice, please see the article How to Search for an Invoice in the City Ledger module.
There are two types of charges located on an Invoice:
- Transferred Charges – which are charges transferred from a guest folio to a City Ledger Invoice. These types of charges can be adjusted
- Manual Charges – which are charges that were manually posted in the Invoice. These types of charges can be reversed.
Adjusting Transferred Charges
To adjust a charge that was transferred from a Guest Folio to a City Ledger Invoice, go to the Transferred tab of the Details for Invoice screen. Select the “+” sign under the Transfer Date column to view the individual charges that make up the transfer.
Right click on the transaction that you wish to adjust (the transaction will highlight in blue) and select Adjust Transferred Charge.
In the adjustment screen, you may enter additional information to the Reference area regarding the adjustment if you wish. Next, enter the amount to be adjusted (this can be a portion of the amount or the total amount) and select OK.
A message will appear asking you to confirm the posting, select Yes.
The transaction will now reflect the adjusted amount.
NOTE: The adjustment that was made will now appear in the Charges tab as it is considered a negative charge on the Invoice.
If you click on the adjustment icon located in the far left hand column, you can see detailed information regarding the adjustment.
You can reverse this adjustment by simply right clicking on the adjustment and selecting Reverse.
A message will appear asking you to confirm the reversal; select Yes to continue.
Enter the Reason for the reversal and select Ok to continue.
Select Yes to confirm the reversal.
Back on the Transferred tab, the transaction has now been restored to its original amount.
Adjusting Manual Charges
To reverse a charge that was manually posted to a City Ledger Invoice, proceed to the Charges tab of the Details for Invoice screen.
Right click on the transaction that you wish to reverse (ensure the black arrow is pointing towards the correct transaction) and select Reverse.
Enter the reason for the reversal and select Ok to continue.
A message will appear asking you to confirm the reversal; select Yes to continue.
The transaction will no longer appear in the Charges tab.
Invoice Log tab
The Invoice Log tab will keep a log of all reversals, shown in red
