In this article
To create a new Balance Transfer
The Balance Transfer feature allows users to arrange balance transfers from one reservation to another.
For example, a guest with Reservation A wants to pay an amount against another guest's Reservation B. The guests know each other, and when they went to a restaurant together, everything was charged to Reservation B. Now the guest with Reservation A wishes to pay an amount to Reservation B to share the cost.
Setup required
- To use this feature, you must go to Hotel Setup, and populate the Balance Transfer Item No. field in the General FastTab.
To create a new Balance Transfer
- In the role center's action bar, click Reservations, and then click Invoice Management.
- In the Hotel Invoice Management page, click Actions, and then select Balance Transfer. A new page opens where you handle all balance transfers.
- Fill in all relevant fields, and click the Confirm Transfer action.
The tables below list and describe the fields in the Balance Transfer page.
General
| Field | Description |
|---|---|
| Receiving Reservation No. | The reservation that the current reservation (meaning the reservation the balance transfer page is opened from) will pay for. |
| Guest Name | Non-editable field that shows the guest name of the receiving reservation. |
| Current Balance | Non-editable field that shows the balance of the receiving reservation. |
| Deposit Amount | Non-editable field that shows the deposit amount on the receiving reservation, if any. |
| Transfer Amount | The amount that the current reservation will pay for the receiving reservation. This amount can never exceed the value in the Current Balance field. If a deposit has been made on the receiving reservation and the transfer amount exceeds the amount left (Current Balance - Deposit Amount), the system will show a warning since the receiving reservation might need a refund if the transfer is confirmed. |
View Transfers
The View Transfers FastTab displays all previously made transfers from this reservation. The FastTab has similar fields as mentioned above:
- Paying Reservation No. (Current Reservation No.)
- To Reservation No. (Receiving Reservation No.)
- To Guest Name (Guest Name)
- Transfer Amount
- Deposit Amount
- Balance.
The process
When doing a balance transfer, the system creates two Detailed Revenue Entry lines, one as plus and one as minus (quantity = 1 or -1) on the relevant reservations, ultimately affecting the balance to be paid for these reservations. These lines then follow the same rules as other Detailed Revenue Entry lines when paying, moving between invoices, and so forth, the only difference is that any changes in discount or unit price can only be made from the Balance Transfer page.
This process is allowed for reservations with status Confirmed or In House. If the reservation is in Confirmed status, the Detailed Revenue Entry lines are added with a date set to Arrival Date. If the reservation is In House, today's date is used.
Users can delete or change already created transfers, provided both lines are unpaid.
To delete a balance transfer
- Navigate to the reservation that made the transfer.
- In the View Transfers FastTab, select the line you want to delete, and either delete it through the action bar, or click the three dots and delete from there.
Similarly, when editing the line, just change the related field, for example the Transfer Amount field. The system then displays a notification once the change has been made or an error message if the line has been paid and cannot be changed.