Click here for a tutorial of the RDPWin Post Charges.

Overview

A link to Post Charge is accessible directly from Options as well as from the Folio sub-menu in Options. If no reservation is selected in the grid when either link is clicked, the Find Reservation (Post Charge) window opens. Enter a reservation name or number and click Find.

If a checked-out reservation with a security deposit balance (Status = P7) is selected when the Post Charge option is selected, the system displays options: (1) "Deduct charges from the ###.## security deposit" and (2) "Generate charges not related to the security deposit". When the first is selected, the Post Charge screen displays the current security deposit balance (Sec Dep) and the remaining balance (after the charges are posted). Once the charge is posted, the security deposit balance is adjusted accordingly. When the second is selected, charges are posted to the folio and the security deposit balance is not changed.

Once a reservation is selected, the Post Charge form opens. Post Charge buttons are also available from the Folio tab in Reservation Details or from the Check-Out screen when any checked-in reservation is selected.

Information available on this screen includes:

Reservation Header
Folio details: Old Total, New Charges, New Total, Credit Limit, Credit Left, and folio amounts for Individual, Folio A (when configured), Folio B (when configured), Leader, and Group (Master).
"New Charges to be Saved" information, and the current Folio grid (with totals for Charge, Tax, and Total columns).
A menu above the header offers Folio, Itinerary, and Notes options in read-only format.

To add a new transaction to a reservation, select the Transaction Code from the drop-down list. The transaction description and/or price is populated into the appropriate fields IF already in the system. If not, enter text directly. Quantity is set to 1.00 by default, but can be manually overwritten. If adding multiple transaction to the same reservation folio at once, click the "Add to List" button and repeat the steps. Otherwise, click "Save & Close".

Travel Services

Transactions for travel services such as Security Deposit Protection (SDP) and Vacation Protection (VP) cannot be posted through Post Charges. SDP and VP must be added to existing reservations using the Change Reservation screen in order to properly notify AIG Travel Guard and validate the policies.

Charge Date (Transaction Code)

If Switch 414-08 "Allow Prior Dates on Reservation Transactions" is set to yes, the Charge Date field allows the entry of a date for future, in-house, and active reservations. Warning: prior dates change ledger totals and change any subsequent night audit. Past dates are allowed at the time of posting charges. If the transaction to be posted is to a non-active reservation, the reservation must first be transferred to the Active History.

If Switch 414-15 "Allow Future Dates on Reservation Transactions" is set to yes (unchecked or set to no by default), then posting with a date other than the system date (or arrival) is allowed. The allowed dates for the reservation being posted to are shown under the Charge Date drop-down.

The dates allowed and the defaults depend on the reservation status as shown in the table below:

Res Status	414-08	414-15	Allowed Dates
Future	N/A	Yes	Arrival Date to Departure Date
Future	N/A	No	Arrival Date Only
In-House	Yes	Yes	Arrival Date to Departure Date
	Yes	No	Arrival Date to System Date
	No	Yes	System Date to Departure Date
	No	No	System Date Only
Checked-Out	Yes	N/A	System Date or Arrival to Departure
Checked-Out	No	N/A	System Date Only

Security Deposit

If the selected reservation has been checked out with a security deposit when Post Charge is clicked, the system prompts with "Do you wish to deduct these charges from the security deposit?". If yes, all charges posted are deducted for the security deposit balance. If no, Post Charge continues as normal.

In Package (In Pkg)

The "In Pkg" (include in package) checkbox appears on the Post Charge and Folio Change screens as well as in activities when adding a folio charge. This checkbox is NOT shown when the following type of reservation is selected.

Owner reservation and Switch 319-09 is set to no.
Guest of Owner reservation and Switch 319-10 is set to no.
Bonus Time reservation and Switch 319-11 is set to no.
Exchange Week reservation and Switch 319-12 is set to no.
Timeshare – Pre-assign reservation and Switch 319-13 is set to no.
Timeshare – Inventory reservation and Switch 319-14 is set to no.
Maintenance reservation.

The "In Pkg" checkbox is disabled if the transaction or activity date is greater than or equal to the departure date of the selected reservation. Transactions with "In Pkg" checked are automatically assigned to the folio that the rate plan transactions are assigned. The "In Pkg" column displays a “Y” to indicate the transaction is part of the package. All folio reports use the "In Pkg" feature as well.

Folio Type Override

Charges can be posted to any folio regardless of how the reservation was originally set up. The Folio Type Override drop-down shows when:

Use Individual Folios A & B (Switch 414-05) is checked in configuration;
A group leader exists on the reservation; or
A group master exists on the reservation

When displayed, the calculated folio type can be overridden and the folio override flag is set (asterisk next to the folio type on the folio listing).

New Charges to be Saved

Once transaction details are entered and the "Add to List" button clicked, that information is displayed in the "New Charges to be Saved" area. Columns available for review are Date, Pre(posted), Code, Bucket, Description, Price, Quantity, Charge, Tax, Total, Type, Pkg, In Pkg (Y/N), No Print, and Rate Plan. Regardless of how many transactions are listed in this area, NONE are actually added to the Folio until the Save button is clicked. Click Close to discard all charges in the "New Charges to be Saved" area (confirmation required before abandonment.

Post Package

Packages can be posted to non-future reservations.

Select a reservation from In-House or Departures reservations.
Select Post Charge from Options. Confirm the reservation name/number to assure the selection of the correct reservation. Charges CANNOT be deleted, only reversed.
Click the "Post Package" button to open the appropriate screen as shown above. Click here for posting single transactions.
Click the Package Code (user-definable field) down-arrow and select from the list.
Select the Package Date using the drop-down list. Only dates within the arrival date and the last night of the stay are available. Although the package displays on the grid with the posting date, the actual date that correlates to the package can be viewed after the package has been saved by double-clicking on it in the grid. The Transaction Detail screen appears. "Page 1" displays the Manual Package Date.
Click the Room Type drop-down to override the room type for the package.
Use the People settings to override the number of adults, teens, etc., (definable by property).
A default Description may already be associated with the selected Package Code based on user-definitions. These can be overwritten by typing directly into the text box with the keyboard, based on appropriate security allowances.
Type the Price directly into the text box. (Package Codes may have default prices associated with them already, and can also be assigned a minimum price, based on user-definition.) The system default is set to 0.00, and can be set to any number between -99,999 (for reversing charges) and 99,999. The maximum total for one transaction is 99999.99.

The override amount allowed on a package cannot be less than the component portion of the package. Thus only the room portion is allowed to be overridden. For example, when a wine package is made up of the following components:
- Room – $100.00
- Wine – $20.00
- Tax 7%
The minimum allowed override price for this package would be $20. When the entered Price is less than the component price, the system prompts with a message and notes the Minimum Package Price allowed. The Price must be equal to or greater than the amount in the message.
Type the Quantity directly into the text box. The system default is set to 1.00; however, this can be set to any number between -999 and 999, including fractions. The Tax and Total are displayed in read-only format. The system calculates the total charge as (Room Price x Quantity) + Tax = Total Charge.
If the Price and Quantity on the Post Package screen are updated, the Tax and Total are recalculated when the Calc button is clicked.
Once the Package information is final, click the OK button. The Package details are displayed in the "New Charges to be Saved" area.
To add more packages to the selected reservation, repeat Steps 4 - 12. The system does not allow more than one season package to be added to a single date.
Click "Save & Close" to file all charges to the Folio or click Close to abandon the posting. Confirmation is required before abandoning changes without saving.

Post Transaction

Select any reservation and click "Post Charge" from Options. Confirm the reservation name/number to assure the selection of the correct reservation. Charges cannot be deleted, only reversed.
Click on the Transaction Code (user-definable field) down-arrow and select the appropriate transaction from the list. Click here for assistance with posting packages.

Note: The same two-character transaction code can be used in multiple ledgers such as B2 (Guest Ledger) and B3 (Group Ledger). For example, a "Banquet charge" can be posted to both folios and group master accounts. Therefore, Transaction Code 25 is defined in both the B2 and B3 ledgers as Banquet Charge.

Type the Description directly into the text box. (Transaction Codes may have default descriptions associated with them already, based on user definitions.)
Type the Price directly into the text box. (Transaction Codes may have default prices associated with them already.) The system default is set to 0.00, and can be set to any number between -99,999 (for reversing charges) and 99,999. To change the price of the transaction, return to the Price field.
Type the Quantity directly into the text box. The system default is set to 1.00; however, it can be set to any number between -9,999 (for reversing charges) and 9,999, including fractions. The Tax and Total are displayed in read-only format. The system calculates the total charge as (Room Price x Quantity) + Tax = Total Charge. The maximum total for one transaction is 99999.99.
Click the "Add to List" button to display the transaction details in the "New Charges to be Saved" area.
To add more transactions to the selected reservation, repeat Steps 2 - 6.
Click "Save & Close" to file all charges to the Folio or click Close to abandon the posting. Confirmation is required before abandoning changes without saving.

Reverse Transactions and Package Charges

Deletion of a pre-posted Rate Plan Transaction or Package is allowed from any reservation that has not yet been checked in. If a reservation is checked in, charges cannot be deleted: ONLY reversed. Once reversed, both the original and reversal charges are marked as "No Print". To reverse a charge from a Folio, follow the steps for posting Transactions or Packages above, but enter the Price or the Quantity as a negative number to zero out the charge.

Activity charges can be deleted or reversed, but the activity itself must be deleted using only the Change Activity screen.

Click these links for Frequently Asked Questions or Troubleshooting assistance.

Last Updated 12/02/2008