Knowledgebase
Folio: Move a payment between two bookings not in a group
Posted by Dave Martin on 28 Feb 2012 10:34 AM

There many be times when you receive a one payment several rooms and the payment needs to be divided up and applied to each of the guest bookings.

To move a transaction from one booking to another booking, there must be a transaction created in the original booking folio and a corresponding transaction created in the new booking folio. This is a different function than just transferring a transaction to a new folio in the same booking or between folios in a Group. See Group Folio | Transfer Deposits and Group Folios | Transfer Transactions

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

For detailed instructions on transfering payments, see Transfer Payments Between Bookings in our online manual


There are several scenarios which may involve the transfer of a payment or credit between Bookings like a deposit made on one booking for several rooms.Here is one example:

 Example 1: Transfer a Payment from Booking A to Booking B.

For example, Booking A has a deposit of $500, but half of the deposit, $250, needs to be applied to Booking B.

First, go to Booking A:

  • 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 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.
  • The Folio Balance will be $250 ($500-$250)

Then, go to Booking B:

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

 

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