There are cases when guests need to leave the hotel before their stay is over. Here we examine how you can properly handle such situations.
Checkout without deduction of the difference in the price
If despite the early departure, the guest pays the full stay, follow the steps:
- Open the booking and check if the folio containing overnight stay services is closed;
- Close the folio of the booking, if not done already;
- Open the booking for edit;
- Check if the booking has a manual price by days set. If yes, remove the prices for the days for which there will be no sales;
- Change the departure date, so that it matches the day that the guest actually departs;
- Save the changes.
The system will try to recalculate the booking price. If you have closed the folio, the changes will not be reflected in it. A new folio will be created that will contain the difference in the price.
- Void the folio with the occurred corrections, as the amount will not be deducted;
- Check out the booking.
Folio - new version
Folio - old version
Checkout with deduction of the difference in the price
If you need to charge the guests only for the fulfilled overnight stays, follow the steps depending on the booking folio status:
The folio containing the overnight stays is open
- Open the booking for edit and check for the presence of manual prices by days. If any, remove the prices for the irrelevant days;
- Change the stay of the booking and save the changes.
- After changing the booking stay, the system will void the overnight stay services for the dropped days;
- Close the folio and charge the guest for the actual stay;
- Check out the booking;
The folio containing the nights is closed
In this case reflect the correction in the closed folio first and then change the booking stay:
- Open the folio containing the overnight stays of the booking;
- Add a negative payment amounting to the sum that is to reimbursed to the guest;
- Click the 'Create' button in the the 'Corrections' row (on the revamped folio screen);
- On the correction creation screen, void all rows of services related to the days that the guest will not use and issue (1) the correction folio;
- Open the booking edit screen and correct the stay. Follow the same steps as with the open folio;
- Check out the booking.