City Ledger Disputed Charge

There may be a time when an invoice is sent to the city ledger and then part (or all) of it is disputed. Often this is because room and tax was charged at the wrong rate or incorrect incidental charges were added.

To access the folio for the invoice that needs to corrected, from the City Ledger menu click on Payments and Adjustments > Adjustments > Select the company the invoice is for > Select the invoice. A screen will appear with an option to open the guest folio or go to the Adjustments tab of the invoice. It is recommended to always make adjustments on the guest folio to maintain an accurate audit trail. You can also locate the folio to adjust through either Back Office > Guest History Detail or using the Find feature.

Once the folio is open, make the corrections needed by voiding out any room and tax charges (account 100) or any other charge (such as phone calls) which are incorrect by expanding and pressing Void on each item. Be aware that the system will warn you that you are bringing the history folio back in to the guest ledger. The system will also warn you that you are voiding room and tax more times than it was posted for the current day. Once all corrections have been made on the folio, they need to be applied to the invoice in the City Ledger. If the balance is a negative, use account code 211 (City Ledger Adjustment) for the balance that was over charged. This will bring the folio back to a zero balance. If the balance is a positive, use account code 210 (City Ledger) to add the amount owed to the invoice in the City Ledger. Again the balance on the folio will be zero.

The system will post the adjustment to the original invoice during the Dayend Close. If you don't want to wait for the dayend close, you can press the Post Today's Items button found on the City Ledger menu and all city ledger transactions will be posted immediately.

If you need to reference or find the folio once you have made changes, you will find it in Front Desk > Current Folios and Guests > by Lastname tab. If the folio has a balance, the status column will show a red suitcase, otherwise it will show as a normal checked out folio.