How to adjust a Transferred Charge on the City Ledger

Updated on Jan 18, 2023

The following article explains how to adjust a charge that was transferred to the City Ledger from a guest folio. This can be useful in scenarios where a Room Rate was posted for the wrong amount, and needs to be reduced. This article uses the example of adjusting a Room Rate, however the procedure can be applied to any transferred charge.

Locate the desired Invoice

Open Operations > City Ledger and locate the invoice needing adjustment. For more information on searching for an invoice, please consult the article How to Search for an Invoice in the City Ledger manual. In the below example, the invoice has been located using the Open Invoices tab.

With the desired invoice highlighted in the list, double click on the invoice, or click the View Details button to open the Details for Invoice screen.

Proceed to the Transferred tab to view the charges that were transferred from the Guest Folio at check-out. Click on the "+" next to the date, to view the transferred transactions.

In this example, the Room Charge was posted as $216.00, however it should have been $200.00. The charge needs to be adjusted down to the correct rate.

Adjusting the Charge

To adjust the charge, right click on it and select Adjust Transferred Charge. This will open the Adjustment screen.

In the Adjustment screen, fill in the following:

Reference – enter the reason for the adjustment
Adjust Amount – enter the amount to be adjusted

Click OK to proceed.

The rate now reflects the correct amount. Notice the Adjustment icon next to the rate, indicating that an adjustment has been made.

Viewing the Adjustments

Adjustments are not reflected in the Amount column of the Transferred tab, they must be viewed in the Charges tab, and display as negative charges. Clicking on the adjustment icon in the far left column will display detailed information regarding the adjustment.

Viewing the Invoice

When printed, the Invoice will reflect the net amount of the charge, and the adjustment will not show. This allows for a cleaner presentation to the Guest or Company, and shows the correct rate.