Transferring Balances Between Reservations

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Overview

There are two primary methods for transferring a balance from one reservation to another: using a Payment/Settlement Type and utilizing Accounts Receivable. Below are step-by-step instructions for each method.

Prerequisites

  • Ensure that the client has Accounts Receivable (AR) enabled if using Method 2.

Steps

Method 1: Using a Payment/Settlement Type

1. Create a New Settlement Type:

  • Access the Settlement Type setup by navigating to Menu > Setup > Settlement Type Setup.
  • Click on the "Add" button to create a new settlement type.
  • Provide a name, e.g., "Inhouse Transfer."
  • Optionally, add a description.
  • Select Console and Account.
  • Activate the settlement type by selecting the active toggle selector and then click "Submit".

2. Transfer from the Source Reservation:

  • Access the reservation you want to transfer the balance from.
  • Click on the "Charges and Payments" tab.
  • Select "Payment/Other Payment".
  • From the "Select Settlement Type" list, choose the settlement type you created for this purpose.
  • Enter the transfer amount.
  • Click "Post" and then "Submit".

3. Transfer to the Target Reservation:

  • Access the guest folio of the other reservation.
  • Navigate to the "Charges and Payments" tab.
  • Choose "Other Payment".
  • Select the same settlement type used in the source reservation.
  • Enter the transfer amount from the previous reservation.
  • Click "Post" and then "Submit".

Method 2: Using Accounts Receivable (AR) to Transfer or Track Guest Balances

1. Transfer from the Source Reservation:

  • Access the reservation with the balance you want to transfer.
  • Navigate to "Charges/Payments."
  • Ensure that the client has Accounts Receivable (AR) enabled.
  • Click on "Other Payment".
  • In the "Select Settlement Type" dropdown, choose "AR Transfer".
  • Enter the transfer amount.
  • Click "Post" and then "Submit".

(Shows balance in AR. Red indicates money owed to the guest Green indicates money owed by the guest)

2. Transferring Positive Balances to the Target Reservation:

  • Access the guest folio of the second reservation.
  • In the "Rez Details" tab, click the "ACC" button next to the first name field.
  • Select the client and click "Transfer AR Balance to this Reservation."

3. Transferring Negative Balances to the Target Reservation:

  • Access the guest folio of the second reservation.
  • In the "Charges/Payments" tab, click the "Other Payment" button.
  • In the "Select Settlement Type" dropdown, choose "AR Transfer".
  • Enter the amount you will be taking from the AR.
  • Click "Post" and then "Submit".

Troubleshooting

  • Ensure that the correct settlement type is selected during the transfer process.
  • Verify that Accounts Receivable (AR) is enabled for the client if using Method 2.