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Refunding

Overview

This article explains the process of refunding money to your guests.

Short Video on How to Refund

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Reasons for Refunding

Refunding could occur for two main reasons;

1. The guest has overpaid or canceled their reservation

2. You are requiring to refund a bond or key deposit (See Refundable Sundries)

Refunding due to Cancelation/Overpayment

Information before you refund

  • To perform this refund there is one important factor to consider - The account must be in credit for a refund to be successful.
  • To perform a refund you must have security access to this process (See Security Profiles)
  • Refund transactions appear as Orange transactions

Refunding

Using the below account as our example, to perform a refund we must first place the account into a credit status.  To do this we must first void the Rack Rate charge for 375.00.

 

To void a charge click once to highlight the charge in question then select the 'Void Charge' button.

Select a reason for your void from the list presented, then select Void Transaction (See Reasons for more information)

Now that our account has a credit balance we can perform our refund

Select the 'Refund' button

Select the Type of Refund you will be performing (how will you refund the money to the guest)

Depending on the Refund Type selected the information required on the right of the screen will change.

 

The Refund amount will default to the credit balance amount from the account, this can be altered to a lesser amount if required, however RMS will not allow a refund greater than the credit balance.

 

Once you have set the refund amount, select 'Process'.

Refunding a Bond

Information before you refund

  • To perform this refund there is one important factor to consider - Their must be a paid refundable charge on the account in order for a refund to be successful.
  • To perform a refund you must have security access to this process (See Security Profiles)
  • Refund transactions appear as Orange transactions
  • Paid refundable charges show in the account title bar as Held amounts

Refunding

Using the below account as our example, to perform a refund their must be a paid refundable sundry charge present on the account.

Here we see a Paid: 10.00 Key Bond

Select the paid refundable sundry charge by clicking on the transaction once

Select the 'Refund' button

We now need to select if we will;

A. Apply the money to the account

Choosing this option will place the credit back onto the account.  One reason for doing this would be that the guest has lost the key therefore you will be keeping the bond.  If this option is chosen;

The refund amount cannot be changed

You will need to apply a sundry charge to the account to bring the account balance back to zero.

Select this option, then choose 'Process'.

 

B. Refund now

This option should be chosen if you are giving the money back to the guest. 

 

Select the Type of Refund you will be performing (how will you refund the money to the guest)

Depending on the Refund Type selected the information required on the right of the screen will change.

 

The Refund amount will default to the credit balance amount from the account, this can be altered to a lesser amount if required, however RMS will not allow a refund greater than the credit balance.

 

Once you have set the refund amount, select 'Process'.

Account Transaction Colour Legend

To make it even easier to see what transactions have been applied to the account we have included a color legend for Transaction Types.

Transaction Type Colour
Comment
Void
Charge
Receipt
Credit Note
Refundable Charge including partial and full refund

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Last modified
14:50, 7 Mar 2014

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