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There many be times when a payment or deposit needs to be divided up and applied to each of the guest bookings.or charges moved to another folio in the Group. To move a Payment from one booking to another booking, there must be a transaction created in Group Master Folio and a corresponding transaction created in the Guest folio. See example below.

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  Receipt Types

To transfer Room Rent or other charges, see

There are several scenarios which may involve the transfer of a payment or credit between Bookings like a deposit made for the Group Booking which then needs to be applied to several individual bookings.

Example: Transfer a Payment from the Group Master Folio to Individual Guest Folios

A Group Booking makes a deposit of $1,000. The payment is applied to the Group Master Folio, but needs to be divided and applied to two individual bookings in the Group. The Guests will each pay the balance of their bookings. 

First, go to the Group Master Folio :

  • Go to Add Payment.
  • Choose the Transfer Payment in the Payment Type drop down menu.
  • Use the Description to reference Booking B and the transfer.
  • Enter a NEGATIVE PAYMENT in the amount that needs to be transferred. For example, to transfer $250, enter -$250.
  • Click Apply Payment and the transaction will appear in the Folio. 

Then, choose the Guest Folio to transfer the payment to, in the "Choose Folio" drop-down list.

  • 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 $250, enter $250.
  • Click Apply Payment and the transaction will appear in the Folio. 

 

 


Step 1: Choose Group Master Folio


Step 2: Go to Add Payment

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.


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.


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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