Balance Transfer to Future Reservation

Modified on: Thu, 24 Jan, 2019 at 9:57 AM

Applies to:          Rover PMS             Rover Overlay

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. 



Step 1. Configure Payment Method 

  • In Rover, select Settings > Financials > Payment Methods


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Step 2. Create a New Payment Method
  • On the Payment Method page, click + Add New
  • Create a Balance Transfer payment method with the following details:
                 o  Description: Balance Transfer 
                 o  Code: Enter a unique code for this payment method.                   Check the box beside Display Reference. 
  • Make sure to click Save Changes


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Step 3. Toggle On

  • Check that this payment method is set to ON (toggle is green and right facing). 

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Step 4. Set Up Charge Code
  • Now, navigate to the Charge Codes page (Financials > Charge Codes). 


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Step 5. Add New Charge Code 
  • On the Charge Code page, click + Add New
  • Create a Charge Code with the following details:
                 o  Charge Code: This code is unique to your property.
                 o  Description: Balance Transfer
                 o  Charge GroupPayment 
                 o  Charge Code TypePayment 
                 o  Payment TypeBalance Transfer 
                 o  Fees: Ignore asterisk; this is optional. (You don't need to make a selection here.) 
  • Make sure to click Save Changes before navigating away. 

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Step 6. Open the Original Reservation (or Account)
  • Choose the reservation with the original balance attached to it. 
     o  This is your starting point; where the guest's payment information is currently stored.
  • Open the Guest Bill page (or Transactions Tab for an Account).

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Step 7. Select the Wallet Icon
  • Click the green wallet icon to edit a charge. 


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Step 8. Refund Balance 
  • From the options in the pop-up window, enter the following:
   o   Payment Type: Balance Transfer 
   o   Amount to Pay: Enter the negative amount you are transferring to the new reservation (e.g., -60.00).   
   o   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.

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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., reservation you just created for the guest). 
  • Proceed to the Guest Bill page.
  • Select the green wallet icon


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Step 10. Update Payment
  • From the options in the pop-up window, enter the following:

                        o   Payment Type: Balance Transfer                       

                        o   Amount to Pay: Enter the negative amount you are transferring to the new reservation (e.g., -60.00).                       
                        o   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. 

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Step 11. Ensure an Accurate Balance Transfer 
  • This balance transfer should always appear as a ZERO balance in the Journal. 
                      o  To verify this, open the Journal (Financials > Journal). 
                      o  Select Payments from the tabs at the top right of the page.
                      o  Choose the date you performed the Balance Transfer on (e.g., Oct 13). 
                      o  Scroll to the Balance Transfer tab with the corresponding payment details.
                      o  Make sure a zero appears in the Amount field (this indicates a successful balance transfer). 

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Step 12. Success! 
  • You are all done once you reach this step. Great job! 
  • If you need further assistance, submit a ticket to our Helpdesk


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