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Reroute Charge Options

When setting up a Group Block, you can setup the ability to have charges automatically transferred to a master folio (Desk Folio) or another folio such as the Group Coordinator.

When setting up a Group Block, select the Reservations tab and then select Reroute Charge Options. Enter a Room Number or Desk Folio ID of the folio that the charges will be rerouted to. If the folio does not exist, the first time a guest checks in for this particular group, a Desk Folio is automatically created with this ID.

Leaving the Lower and Higher Routing Dates blank will have the charges rerouted for all guests in the group, no matter when they checkin and checkout. In most cases, the group master will only pay for charges during the time-frame of the group, and anyone staying outside that range is usually on their own for their charges. (Pressing the calendar icon near the Lower and Higher Dates will set the dates to be the same as the Group Checkin/Checkout)

Select which charges to Automatically Reroute by checking each box. This options are setup in Setup > Configuration > Guest Ledger. Account Codes are then attached to each reroute group. For more information, see Account Codes.

Tab Names

You can setup up to four different reroute groups for each group by pressing the Tab Names button. It is best to name each of the tabs the "Group" or "Personnel" type rather than what charges are actually being assigned.

Example: Let's say InnQuest Software Corporation is setting up a conference at your hotel and they have reserved a block of rooms. Of those rooms, they have decided they are going to pay for some of the charges for the attendees. Each type of attendee is entitled to different charges being paid for.

Tab Names:
  • Guests - Room and Tax Only
  • Employees - Room and Tax, Restaurant
  • Management - Room and Tax, Restaurant, Phone Charges and Wireless Internet
  • Prospects - None

All new reservations will default to Group #1, so set the first reroute group at the most common setting.

Notice above the tab names are the actual "group" of guests rather than a short description of what is being charged. This way, when a guest is making a reservation, you can say "Are you a guest, employee, management or prospect?" Once they answer, you are able to select the proper reroute group. You can do this while making a reservation by selecting More Options > Reroute Charge Options. Most of the time, this is really done later on by the Group Coordinator and not while speaking with the guest directly on the phone ... it would be a policy of yours whether you set the Reroute Options while making a reservation or later on.

If you decide to do this with the Group Coordinator later on, while in Group Blocks (F7), you can select the Reservations tab and select the Assign Room button for each person on the list. In here, you can select Reroute Options button in the bottom right-corner as an easier method than pulling up every single reservation.