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Moving/Voiding a Transaction

Transactions can be entered on all three ledgers: advance deposit, guest and city. You cannot void an advance deposit transfer, account code 001. You must credit the amount using a reversing entry with a credit account code.

You cannot change account code information such as debit or credit, tax percentages or tax types and then void the transaction. This can have a serious effect on the balance of a folio. If you post a transaction, be sure to void it/remove it before you change any properties on an account code or tax account code.

Expanding a Transaction​

To view the details of a transaction, position the highlight/select bar on the transaction and click the Expand button. Detail information appears about the transaction previously made. These are the transaction properties. Only the Voucher and Display Date can be edited.

Change information in the Voucher field by typing over or adding to the information already entered.

The Display Date field can me used to change the date the guest sees for that transaction on their folio. This can be used if you charged the wrong amount on a previous day and you must void the transaction and reenter. The date defaults to the current audit date, however, you may want the guest to see the date the transaction actually occurred. The Audit Date field on the folio can never be changed. This is to maintain accurate accounting information. Changing the display date on a parent transaction will change the display date on any tax related transactions.

Moving a Transaction​

You can move a single transaction from a folio to a sub folio or to another in house folio by expanding the transaction and pressing the Move button after expanding the transaction. The sub folios will appear, along with a Move to Another Folio... option.

To move the transaction to a sub folio, select the sub folio you want to move the charge to and three options will appear:

Move only this transaction posted MM/DD/YY - Use this option to move only the highlighted transaction and any child transactions associated with it, such as taxes.

Move all "XXXXXX" transactions on this folio - Selecting this option moves all transactions using the same account code as the selected transaction to the subfolio selected. All child transactions would be transferred also.

Move all "XXXXXX - YYYYYY" transactions on this folio - Selecting this option moves all transactions using the same account code as the selected transaction and having the same voucher entry, to the subfolio selected. All child transactions would be transferred also.

To move the transaction to another folio, select Move to Another Folio. A screen will appear to select the folio to move the transaction too. Select the receiving folio. Confirm moving the transaction when the prompt screen appears. Moving a parent transaction will move any child transactions also. The room number is highlighted in red for any transactions that have been moved to the receiving folio.

The ability to move a single transaction to another folio can be disabled by going to Setup > Configuration > Guest Ledger > Disable Moving of Charges functionality from all users. With this checked, users will still be able to move transactions to sub folios on the same folio, but not to another folio.

Voiding a Transaction​

To void a transaction, you must have authority to do so. Void Authority is setup for each user under Setup > User Profiles. You can select whether a user has the authority to void transactions and/or if the user can only void transactions from the current day.

Once the users' permissions are set, expand the transaction and click on Void. Enter the reason for the void when the prompt appears and click OK. On the folio the original transaction and the voiding transaction will be grayed out. In the Void column, *** will appear for the Voided transaction and Void will appear for the voiding transaction.

If the Void button is not available:

  • The permissions have not been set correctly - See User Profiles for more information.
  • The transaction is a deposit transfer - a reversing entry has to be entered manually to "void" a deposit transfer.
  • Some voided transactions may not be able to be reversed - Known as voiding a void.
  • The transaction is a child transaction such as a sales tax entry - In the case of a child transaction, the parent transaction is the only transaction that can be voided. For example, room taxable can be voided, but sales tax or room tax associated to the room taxable transaction cannot.

Things to remember when voiding transactions:

  • Any cash transaction that was voided from a previous day will show up as a warning during the night audit as a security alert.
  • Transactions made on a previous day can also be voided, but be aware they will affect the current day's business.
  • Voiding a Room and Tax entry from a previous day WILL adjust Occupancy and Revenue figures for the current audit date. roomMaster does not go back and change or adjust figures from a previous audit date, since all reporting has been generated and closed.

For a cleaner look on the folio display and when printing folios, check Hide Voids. This will remove any voided and voiding transactions from the folio display. See Folio Setup for information on not printing voids on a folio.