It's natural to make mistakes. Therefore, it's essential for all staff to know how to correct errors on folios.
Procedure
Identify the error:
What is the error(s) that needs reversing?
Which folio has it been posted to?
Determine the type of error:
Is it a payment error or a manual posting error?
Determine whether the error is positive or negative:
Do you need to make the change as a positive or a negative to correct the error?
Reversing a Payment Error
Right-click in the Transactions tab and select "Payment", or select the "Payment" button.
Ensure the payment type is correct. For example, if the incorrect posting was B/M/V, then the correction must also be of the payment type B/M/V.
If a payment has been posted incorrectly, ensure there is a minus sign before the amount to be reversed, and enter the amount.
Write a remark in the remarks section.
If this is a simple payment reversal, type "ERROR." If there has been a refund for some reason, provide a brief description, such as: "30% discount due to hot water issues."
This ensures the Night Audit team understands the reason for the reversal.
Re-post the payment correctly.
Note:
It's not always necessary to reverse a credit card surcharge. If a surcharge was applied but the payment type is incorrect, leave the surcharge in place as it still applies, just to a different payment type.
Reversing a Manual Posting
Right-click in the Transactions tab and select “Manual Posting”, or select the "Post" button.
Select the correct posting code, for example, “Car Park Guest”.
Ensure there is a minus sign before the amount to be reversed, and enter the amount.
Write a brief explanation in the remark section.
For example, “Guest did not park 02/09”. This ensures the Night Audit team understands the reason for the reversal.
Re-post the charge correctly.
Note:
You must reverse a Manual Posting on the same code that the incorrect posting was made on.
For example, if the error was a manual posting of $5.00 to “Food & Beverage Credit”, you need to post the reversal of - $5.00 on “Food & Beverage Credit”.