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There are times when you need to transfer payments between guest folios such as a deposit that is made on one booking, but then needs to be split and applied to two bookings.

Since guest folio records are completely independent, you must actually create a set of transactions.

To transfer a transaction to a folio in another Guest Booking, there must be a transaction created in the original folio and a corresponding transaction created in the new folio.

For better record keeping, we recommend  creating a Receipt Type called Transfer Payment.

All of the transactions using this Receipt Type will be grouped together on your reports.

By using Transfer Payment in both transactions, there will be corresponding negative and positive transactions in the same Payment Type. These two amounts balance each other out and you have effectively moved a payment between bookings.

To set up a new Receipt Type, go to SETUP | PARAMETERS | RECEIPT TYPES.

see

See Receipt Types

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There are several scenarios which may involve the transfer of a payment or credit between Bookings.

Here are some common examples:

Example 1: Transfer an Over Payment from Booking A to Booking B.

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  • Go to the Folio
  • Go to Add Payment.
  • Choose the Transfer Payment in the Payment Type drop down menu.
  • Use the Description to reference Booking A and the transfer.
  • Enter a POSITIVE PAYMENT in the amount that needs to be transferred. For example, to transfer the $1000, enter $1000.
  • Click Apply Payment and the transaction will appear in the Folio. 
  • The Folio Balance will now be $1000

 

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Step 1: Choose the Folio to transfer items from

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Step 2: Choose Transaction and Folio

Then, choose the Folio to Transfer items TO in the Transfer checked items to drop-down list. This will automatically transfer the item. Any taxes or service charges associated with that line item will also automatically be transferred to the selected folio.

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Step 3: Confirm transfer

Primary Folio after charge is transferred. The Balance is now a Credit (negative number) as only a payment is applied to the Primary Folio.

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Spa Treatments Folio after charge is transferred. Notice Folio Bal: of $25.00 in the Booking Header. This reflects the Balance due for the total folios for the Guest. Notice Folio Bal: of $25.00 in the Booking Header. This reflects the Balance due for the total folios for the Guest.

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