Balance Transfer to Future Reservation
It's not uncommon for a guest to need to cancel their current reservation and move their balance (such as a deposit) to a future reservation. With these instructions, you'll be able to successfully set up payments at your hotel so you can move a guest's balance to a reservation in the future. You only need to perform steps 1 through 5 once (i.e., configuring the balance transfer in Settings).
Note: This action is actually different than moving charges between two in-house guests or any open account. All house account postings are always guest ledger postings. To transfer a balance from a house account to a deposit ledger, you can do so by transferring it to a future reservation.
Step 1. Configure Payment Method
- In Stayntouch PMS, navigate to Settings > Financials > Payment Methods.
Step 2. Create a New Payment Method
- On the Settings > Financials > Payment Methods page, click + ADD NEW.
- Create a Balance Transfer payment method with the following details:
- DESCRIPTION: Balance Transfer
- CODE: Enter a unique code for this payment method.
- Make sure to click SAVE CHANGES.
Step 3. Toggle On
- Make sure the Balance Transfer payment method is turned ON (toggle is green and right facing).
Step 4. Set Up Charge Code
- Now, navigate to Financials > Charge Codes.
Step 5. Add New Charge Code
- On the Charge Codes page, click + ADD NEW.
- Create a charge code with the following details:
- CHARGE CODE: This code is unique to your property.
- DESCRIPTION: Balance Transfer
- CHARGE GROUP: Payment
- CHARGE CODE TYPE: Payment
- PAYMENT TYPE: Balance Transfer
- FEES: Ignore asterisk; this is optional. (You don't need to make a selection here.)
- Make sure to click SAVE CHANGES before navigating away.
Step 6. Open the Original Reservation (or Account)
- Choose the reservation with the original balance attached to it.
- This is your starting point; where the guest's payment information is currently stored.
- Open the Guest Bill page (or the Transactions tab for an account).
Step 7. Select the Wallet Icon
- Click the green wallet icon to edit a charge.
Step 8. Refund Balance
- From the options in the pop-up window, enter the following:
- PAYMENT TYPE: Balance Transfer
- AMOUNT TO PAY: Enter the negative amount you are transferring to the new reservation (e.g., -60.00).
- REFERENCE: Include a note that makes it clear you are transferring the current balance to another reservation (e.g., Moving balance to reservation #106513).
- Lastly, select the REFUND button.
Step 9. Retrieve Future Reservation
- At this point, you will want to make sure you have created a new reservation in which to move the guest's balance. If you have not created the new reservation, please do so at this time.
- Retrieve the guest's future reservation (i.e., the reservation you just created for the guest).
- Proceed to the Guest Bill page.
- Select the green wallet icon.
Step 10. Update Payment
- From the options in the popup window, enter the following:
- PAYMENT TYPE: Balance Transfer
- AMOUNT TO PAY: Enter the negative amount you are transferring to the new reservation (e.g., -60.00).
- REFERENCE: Include a note that makes it clear you are transferring the current balance to another reservation (e.g., Moving balance to reservation #106513).
- Lastly, select the MAKE PAYMENT button.
Step 11. Ensure an Accurate Balance Transfer
- This balance transfer should always appear as a ZERO balance in the Journal.
- To verify this, navigate to Financials > Journal.
- Select PAYMENTS from the tabs at the top right of the page.
- Choose the date you performed the balance transfer on (e.g., October 13).
- Scroll to the BALANCE TRANSFER field with the corresponding payment details.
- Make sure a zero appears in the Amount field (this indicates a successful balance transfer).
Step 12. Success!
- You are all done once you reach this step. Great job!
- If you need further assistance, submit a ticket to Customer Support.