Correcting Incorrect Rent Charges in Reservation System

Last modified on: 2026-07-14T18:42:15.281Z

Overview

If a Billing Policy has been set up incorrectly, this will result in errors in charges and dates when processing the Rent.

The incorrect Rent transaction needs to be reversed on the reservation before any corrections can be made.
Click on the Charges/Payments tab and click the Rev next to the Rent charge. Ensure the correct rent charge is reversed off.
The incorrect Rent charge has now been removed from the reservation.

The Billing Policy for the guest needs to be edited to correct the mistake and to ensure this will not occur during the next Rent procession.
Click on the Billing Setup button to access the Billing Policy.
Within the Billing Policy Setup, adjust the Next Billing Date to the previous billing date (the rent period that was incorrectly added to the reservation).

If the incorrect Time Period or Interval was entered in the Policy, adjust the Time Period or Interval to the correct settings.

In the Products/Services tab, click Delete next to the Rent product displaying.
Click Add to create the correct Rent Product.
Within the Add Billing Policy Product screen:
Select Product Group: Select Reservation Products from the drop-down list.
Select Product Label: Select the Unit Type for the reservation from the drop-down list, e.g., Permanent Site.
Rate Type: Select User Defined Rate or Pull From Product Rates and select the required Rate Group.
Base Rate: Enter the amount of Rent to be charged.
Tax 1: Select the Permanent Tax from the drop-down list.
Click Add to add the new rent product to the billing policy.
Press Submit to finalize the policy change.

Click on the Guest Folio button, select the Charges/Payments tab, and click Billing Process.
Adjust the date range to the previous Rent dates and click Search.
The billing policy will appear. Select the policy and click Process.

After the correct rent has been attached to the guest’s reservation, click Guest Folio.
Change to the Charges/Payment tab and review the rent charge to ensure that it is correct.
If no payment had been previously processed:
Click the (Other) Payment button.
Select the Payment Type used in the previous payment.
Enter the payment Amount and click Post.
Click Alloc to allocate the payment to the rent charge.
Press Submit to finalize.
Click on the Print Other button to print off the receipt if required.

If issues persist after following the steps, ensure all entries in the Billing Policy and Guest Folio are correct.
Verify that the correct permissions are in place to make the necessary changes.