How to Refund?

Whenever you need to refund any amount to a guest, you should process the payment in the same way as a regular transaction, but enter the refund amount as a negative value.

When an amount is posted as a negative value, the system will automatically treat it as a refund.

How to Access:

To refund a guest, please refer and follow the steps outlined.

Steps to Process a Refund

    Access the Reservation:

Navigate to Front Office > Reservation.

Select the reservation for which the refund is required and click Edit Reservation.

Initiate Refund Payment

1. In the Folio Operations section, click Add Payment

2. Choose the Payment Type that matches the original payment method (e.g., Cash, Credit Card)

3. Enter the refund amount in negative value (example: -300)

4. Add any relevant remarks or descriptions to indicate the reason for the refund.
5. Click on Add.


6. The system will record this entry as a refund and automatically adjust the guest’s folio balance accordingly.

User Privilege Requirement

To process refunds, ensure that the user has the required privileges enabled:

 1. Navigate to Configuration
 

 2. Go to User Managements
 3. Click on Users
 4. Select the required user.
 5. Click Edit User.


 6. Click on Privilege Tab Option
 7. Open Front Office Privileges
 8. Confirm that Access to Allow Refund Payments is enabled for the user.
 9. Update the changes.



Reporting Refunds
To review all processed refunds:

1. Navigate to Reports


2. Open the Report section and access the Daily Refund Report
3. Select the required time frame and click on Report