This function was developed for Extended Stay hotels.
It is used for guests that made reservations for a long stay, and got a rate based upon that long stay, but who leave early and therefore should have paid a higher rate. This function recalculates the new rate based upon the actual stay, credits the charges already made and posts the amounts that should have been posted.
Optional revert rate
New settings have been added to the Extended Stay tab for optional rate reversal.
This is the folio of a guest with a planned 7 night stay, on a weekly rate. The current system date is September 6 (shown at the bottom-right corner).
The weekly rate is being charged on a daily basis at a lower-than-rack rate. A preview of the guest bill on the current date:
If a guest checks out before the planned departure date, IDPMS will first display a warning asking for confirmation to adjust the departure date.
If the user confirmed the data change, the length-of-stay conditions for the rate type of the guest in-house are checked against those in the rate grid. In case a guest does no longer meet the length-of-stay conditions, another warning is displayed to confirm rate reversal.
Please note that all rate reversals are to a predefined rate type in the settings, typically rack rate. Confirmation of the rate reversal function starts a three-step process:
The screen below shows the cancellation process. All charges with a status X (column S) will not show on the guest invoice, but are retained internally for auditing purposes.
Please note the setting of the consolidation date (column Consolid) for the new charges
The charge reversal process is done for all Night Audit related room charges and taxes, which greatly lowers any liability towards county or state as this is an easy to explain process with a clear audit trail. If only the rate was adjusted, an incorrect (too low) tax amount would have been paid to county or state.
The new invoice preview is shown on the next page. No corrections are shown and the guest basically receives an invoice as if the correct rate had been charged from the beginning of the stay. This approach should greatly minimize discussion at check-out.
