Applies to:          Stayntouch PMS          

Void Bill and Repost Charges

When a bill is paid you will see a red lock icon as illustrated below.

IMPORTANT: Please note, VOID BILL triggers a credit card refund, but VOID AND RE-POST does not.

If you need to correct the bill, you'll need to select VOID BILL (see screenshot above) and then VOID AND RE-POST.

This will mark the bill as voided with all charges posted as negative charges. This also opens a new bill with all the same charges, which can be corrected.

For accounts or scenarios where the payment is added after the guest has checked out, the below popup window will appear when printing the invoice. It will then generate the folio number.

Please note, the void bill functionality is NOT present for bills that are settled via Direct Bill.

To clarify, the VOID and VOID AND RE-POST functionalities work as follows:

• VOID: When VOID is selected, and there is a credit card payment present (with payment gateway), the payment will be refunded in full.
• VOID AND RE-POST: This will not trigger a refund action, as it will re-post all charges, including the payment, to a new bill.

To perform a partial refund, the user will need to have the Make refund permission assigned from Settings > Hotel & Staff > Permissions.

If a user does not have the Make refund permission, they will not have the option to complete a partial refund using the purple CUSTOM DESCRIPTION button.

Once the Make refund permission is assigned, the user will have the option to perform a partial refund.

These permissions were introduced to allow for partial refunds using the correct credit card reference of the original payment.

Additional permissions include Refund using negative amount and Make an unreferenced refund.

NOTE ABOUT CREDIT CARD PAYMENTS

When a bill is voided, credit card payments, as well as the revenue postings (i.e., all charges), are reversed in Financials > Journal. Moreover, selecting VOID BILL will refund revenue postings and transactions, and these are subsequently sent to the payment processor.

Void:

Void and Repost:

Reposted:

When voiding and reposting a bill, credit card transactions are shown as credit and debit in Financials > Journal.

However, these transactions are NOT sent to the payment processor.