Refunds

Refunds of payments are posted like the payments, except you type a minus sign (-) before the amount, such as -125.

You will need to post a charge to offset the payment, also typing a minus sign before the amount.

You should post the charge credit first, and then the payment refund to ensure both figures will come out right, especially when tax posts to the charge.

Here is an example of posting a refund where the guest was overcharged $10 for room charge, plus $1 tax posted.

• Post the RC credit:  -10.00
• The tax will post automatically: -1.00
• This leaves a balance of -11.00
• Post the payment credit (refund) for -11.00

If you are refunding a credit card, you will use the "card on file".  

You may use any code you wish for the credit to the charge code. The objective is to account for the revenue properly, which is why you would normally use the actual charge code applicable to the overpayment. However, you may use any code you wish. 

The folio should have a zero balance at checkout.

Refunding an Advance Deposit: If you are posting a refund because the guest overpaid an advance deposit, you do not need to post a charge code. Simply post the credit payment (refund) necessary to zero out the folio.

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You will see the POS check number in the REF column when displaying the POS master folio for that outlet. If you click that ticket number, the check will display. You can determine whether you need to post all charges or just what is missing.

Typically, a food & beverage POS check will contain sales such as food or beverage, taxes, tip, and payment.  The folio balance after each check's transaction have posted will be zero.  You will make these postings in the appropriate POS master folio as defined in the HOTEL settings in POS Administrator for that outlet.

If a POS check closed to a ROOM CHARGE or FOLIO charge (posting to a guest or master folio) but the charge does not show up in the guest folio, you will post the charge manually into the GUEST folio.

If it shows up in the guest folio, but not in the POS master, you will post to the POS master folio. The charge code to use will be defined in the HOTEL settings in POS Administrator for that outlet. 

Typically, charge codes for automatic charges do not display in the Post Folio (Post Charges/Payments) screen.  You will need to know the codes prior to posting.

See also:
Charge Codes
Night Audit Procedures
Night Audit Reports
Store Record
Supervisor

• First method:  Enter the transaction code and then enter a minus sign with the dollar amount in the "amount" field.  This will not show up as an adjustment in the folio and it will print on the charge or payment journal rather than on the adjustment journal. 
  
  
• Second method:  Do not enter a transaction code.  Click the "Adjustment" button and then enter the transaction code in the "Adj. Code" field.  Note:  To adjust a PAYMENT you should enter a minus sign with the dollar amount.  To adjust a CHARGE you should not enter a minus sign.  We suggest that you practice in a dummy or training folio before adjusting a "live" guest folio.