Record an approved credit against a specific booking when the amount the guest must pay needs to be reduced. A Booking Credit is a non-account adjustment: it can settle an agreed shortfall without recording money received.
Explain the shortfall before crediting it
Check the booking charges, payments, refunds and imported records first. Use a credit only for an agreed adjustment. A missing payment, duplicate charge or incorrect fee needs the appropriate correction rather than a credit added simply to force the balance to zero.
On this page: What a Booking Credit does · Add the credit · Check the result · Other types of credit
What a Booking Credit does
For example, if a booking has $1,000 due and $980 correctly received, an approved $20 Booking Credit can account for the remaining $20. The credit does not create a $20 bank receipt or pay $20 back to the guest.
If your connected PMS supplies the booking’s financial transactions, make the adjustment there where possible and check whether it has already been imported before adding it manually.
Add the Booking Credit
- Find the booking, expand it with +, and open Payment Record.
- Select Add Transaction. Check that the property and booking are correct.
- Set Transaction to Booking Credit.
- Enter the approved credit as a positive amount and select the appropriate Date.
- In Bank Account, select Non-Account. This is essential: the credit is an adjustment, not a transaction through the trust bank account.
- Set Status to Active for a credit that should take effect now.
- Enter a clear comment explaining why the credit was approved and what it relates to.
- Select Save and check the success message.
Some booking screens also let you open the credit form by selecting the outstanding balance. Check the transaction type, amount and Non-Account setting before saving.
Check the booking after saving
- Reopen Payment Record and confirm there is one credit for the intended amount.
- Check that the remaining balance matches the agreed position. If an amount is still due or overpaid, investigate it before adding another adjustment.
- Review the booking’s fees and owner return, because the selected credit type can affect fee calculations.
If the completed booking is ready to progress, follow Booking Release. Saving a credit does not automatically release or disburse the booking.
Other types of credit
Booking Credit and Mgnt Fee is a separate option that includes management-fee treatment. Use it only where that treatment is intended; do not select it interchangeably with an ordinary Booking Credit.
To credit management fees back to the owner at property level, use Management Fee Credit. For money actually returned to a guest, record the appropriate refund and complete the bank refund through your payment process.