Clerk Permission
To use this feature, the following permission must be assigned to the Clerk, System Configuration => Clerks => Permissions => Reservation Management => 2140, Checkout/Transfer to House Account:
In situations where a guest needs to be checked out but method of payment has not been secured, the new Checkout to House Account feature, will allow the user to leave an "open folio" while still physically checking out the guest room.
In the Example below, Bob Graham is due to check out and has a balance owing of $145.00:
Click Check-Out button => click the "Check Out/Transfer to House Account" button:
Select Client Type (as a Best Practice, we recommend having a Client Type, specific for House Accounts) => choose Account Type (this will be a list of all the property's House Account Room Types => choose House Account Room number => click Check Out/Transfer =>the system will then confirm the action of checking the guest out, checking in a House Account, and transferring the charges to the House Account:
The New House Account has been checked in with the guest information => by default, the reservation is made for 30 days (this can be extended should the property need more time to obtain payment) => the transferred charges can be seen on the folio:
The original reservation is now checked out and the charges transferred to the House Account are displayed on the folio:
Credit Card Interfaces
As a special note for properties that have Credit Card Integrations (Shift 4, Heartland, Sage), if the property has an authorization on the Guest's Credit Card, this should be considered prior to using the Checkout to House Account feature as the authorizations do not transfer to the House Account.
In the example below, the guest has an additional movie charge on the folio:
If we look at the authorization, Transaction => Authorized Transactions, we can see the property has authorized the card for $115.00, which will cover the Room and Tax. In this scenario, we will say that the property tried to increase the authorization by $12.50 but was declined => in this case, the property should still settle the amount that is authorized on the car, $115.00:
The result being that all charges and payments are transferred to the House Account and the balance outstanding is $12.50 for the Movie:
Charges Transferred to City Ledger
In the case of charges that have already been transferred to the City Ledger, these charges will not transfer to the House Account being that they were already transferred to the City Ledger:
