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Reset Res From Folio

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Article ID#: KWin0190
Added: 02/29/12

 

The Reset Res From Folio utility located under the Night Audit or Day End menu is an important tool because transactions on each reservation are reviewed and repaired if issues occur. Below is a list of functions that Reset Res From Folio completes for futures, in-house, checked-out reservations and all reservations. Reset Res From Folio gives the option to run it on each reservation status. 

Future Reservations


  • If a payment was received, then the Deposit Due Date is set to 'Paid.'


  • Pre-posted incidental charges (charges other than room charges) that are dated before the arrival date, the date on the transaction is changed to the arrival if the reservation's arrival is the current system date or in the future.

     

  • Pre-posted incidental charges (charges other than room charges) that are dated after the departure date are deleted.


  • For future reservations with pre-posted packages that fall outside the reservation dates, those transactions are deleted.


  • For future reservations with pre-posted packages, the People 1-4 fields on the transaction are set to match the reservation (non-long term only).


  • For future reservations, each day of the reservation is checked to make sure that there is only one rate plan package transaction for the day (non-long term only).


  • Daily charge transactions are created if the daily charge is enabled and a transaction for each day does not exist.

In-House Reservations


  • Both Deposit Due Date fields are blanked out.


  • Pre-posted incidental charges (charges other than room charges) that are dated before the arrival date, the date on the transaction is changed to the arrival if the reservation's arrival date is the current system date.


  • Pre-posted incidental charges (charges other than room charges) that are dated after the departure date, the date on the transaction is changed to the current system date if it's on or before the departure date. Otherwise, the transaction is deleted. For example, the reservation is in-house with a departure of 3/1. The transaction has a date of 3/2. The current system date is 2/28. After Reset Res From Folio is run, the transaction date is now 2/28.


  • For in-house reservations with pre-posted packages, the People 1-4 fields on the transaction are set to match the reservation (non-long term only).


  • For in-house reservations, each day of the reservation is checked to make sure that there is only one rate plan package transaction for the day (non-long term only).


  • Daily charge transactions are created if the daily charge is enabled and a transaction for each day does not exist.


Checked-Out Reservations


  • Both Deposit Due Date fields are blanked out.


  • All pre-posted transactions are deleted.


All Reservations

The Recalculate program completes the following tasks regardless of the status of the reservation:

  • The room type field on the transaction is validated so that it will match the room type of the room number field.


  • If the transaction code is 'SR', the Package Flag is set to 'R' and the Rate Override is set to '*' (if not already set this way).


  • Pre-posted transaction with a date of today or earlier (if reservation is in-house) are removed. For Daily Charges and transactions with the package flag of 'V' or 'R' and the transaction date is today and the system is HCS, RDP checks to see if Post Nightly Charges has been run. If not, the pre-posted flag is not removed yet (the Post Nightly Charges program will remove it).


  • If the rate override flag is not set, and it is a pre-posted or generate totals or generate stats has not been run, then the transaction is recalculated from the ground up. If the transaction is a package or rate plan, RDP recalculates the rate, components, and tax from the ground up. The Owner Portion field and Agent Portion fields on the transaction are recalculated during this process.  The check box on the Reset Res From Folio screen to Recalculate Packages controls whether the package transactions are recalculated. This checkbox default is controlled by switch 427-10.


  • If the package detail has changed, is missing or is out of balanced, it is calculated and saved.


  • Pre-posted packages and rate plans that are not recalculated from the ground up, RDP recalculates the taxes on it based on the tax code on the transaction (if missing, it uses the reservation tax code), and the tax category on each rate set or component. If the package detail has changed, it is saved.


  • If the room number on the transaction is blank and it isn't blank on the reservation, then it is set to match the room number on the reservation.


  • Once all transactions on a reservation have been recalculated, the amount fields on the reservation are reset. They are first set to 0.00, then summed from the transactions. These include Room Charges, Other Charges 1 and 2, Taxes, Owner Portion and Agent Portion.


  • The Reset Res From Folio grid will display changes to the reservation amount fields. If a field on a transaction was corrected but it doesn't result in a change to any of the reservation buckets or amount fields, then there are NO errors issues and grid doesn't change.

 
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