Guest Ledger

Setup > Configuration > Guest Ledger

The guest ledger category on the configuration screen allows you to set accounting related information. This screen consists of accounting information, folio defaults, guest ledger options and warnings. Below is a list of each button on the left side of the guest ledger tab.

General

Check Zero Balance accounts at shift change When the user selects the Change Shift option, the system will make sure all zero balance accounts sum to zero. Zero balance accounts are Transfer accounts.

Do not allow voiding previous day's zero balance accounts Check this box to not allow transfer debits and transfer credits to be voided if they were done on a previous day. (recommended)

Do not allow Move Room For properties with commissionable and owner rooms, you may want to stop users from moving a room when a guest is inhouse. When charges and payments are posted to the guest folio in one room, then the guest folio is moved, roomMaster cannot track which postings were meant for which room. All postings are applied to the room the folio was checked out of. If you pay owner commissions, you should turn this option on.

Do not auto fill transaction type at checkout Unchecked, when Checkout is selected on a folio, if there is a balance, the add transaction will appear and the account code will be filled in. When checked, the account code will be left blank when Checkout is selected.

Show foreign currency button on Transaction screen If you use foreign currency, you can add a button to the Add Transaction screen to calculate foreign currency.

Disable Rerouting of Charges for all users When checked no user is able to setup Auto-Rerouting functionality on a folio. This option is checked by default. To enable Rerouting, uncheck the option. Auto Rerouting of charges allow you to have all or certain types of charges for posted on one particular folio rerouted to another folio at the time of posting. This is used when a Group Master folio is used to handle all charges for a group of rooms and the group master will pay for all certain types of transactions.

Disable Moving and Transfer All Transactions functionality from all users When checked, users will not be able to move transactions from one folio to another (when expanding the transaction) or selecting "Transfer All Transactions on Master Folio to another Folio". They will be able to move transactions to sub folios on the same folio, but not to another folio.

Disable Moving and Transferring of all Payment and Refund Transactions As a security precaution, Accounts which have a Category of "Payment" or "Refund" should not be moved around from folio to folio, or sub-folio to sub-folio. Users should use Transfer Debit/Transfer Credit to create a "paper trail" and journal of such transactions. This option should not be disabled. When not checked, all users will not be able to move Payment/Refund transactions to other folios as well as sub folios. The only exception to this is users with Manager security level can move transactions from sub-folio to sub-folio.

Disable Adjust Wizard when User cannot void Previous Day's items On a user's profile you can designate if the user can void previous day's items. When checked, this option designates that these users can also not use the Rate Adjustment Wizard. The Rate Adjustment Wizard is used to change room/tax postings on a folio because the wrong rate may have been set on the folio, and all charges need to be reposted properly.

Warn user when checking out guest before checkout date Check this option if you would like all users to receive a warning message when they attempt to checkout a guest before their scheduled checkout date. The warning box will read, "This guest is not set to checkout today. They are scheduled to leave on MM/DD/YYYY. Are you sure you want to continue and check this guest out early?"

Show Tax roll-up option on Folio and Journal screens (VAT/GST) If your establishment uses VAT or GST (Caribbean, European and Australia), and you want to display transactions on the folio and journal screens with inclusive taxes rolled-up as the full amount, check this box. When displaying the folio, the clerk can select a checkbox to combine the parent and tax transactions into one transaction. The default setting (on/off) of this checkbox is kept on the workstation level. Exclusive/Add-On taxes are not rolled-up.

Note: The Average Night displayed on the Total Stay screen will include the taxes when the Show Tax roll-up option is checked.

Always open Guest Folio display with Guest Notes Check this option to display the Notes field for all Guest Folios when they are opened, overriding the Show note to this folio screen option on each folio. The Notes field will appear when the folio is opened even if no notes are entered.

Optional Checkbox

The Optional Checkbox is an extra, user-defined checkbox on the guest folio properties screen. You have the ability to change this text to customize the field on the guest properties screen to use it how you wish. Examples would be: VIP Guest, High-Maintenance Guest, Special Guest, or used to designate VoiceMail or Lodgenet options such as guest can rent Adult movies. (provided you have Lodgenet and an EPI connection)