You can cancel a reservation and process the payments as required. If the guest has failed to arrive for their reservation, then this is a No Show rather than a cancellation. No-show charges are usually handled in a different way.
Cancel a Reservation - Charge to go to Ledger Account
To cancel a reservation with charges to the Ledger Account, follow the steps below:
Step 1: Check your cancellation policy
Navigate within Rezlynx to either:
Guest Journey, select Reservations, then Cancel Reservations. From here, Search for and select your reservation.
Or within the reservation to be cancelled, click on the 3-dot menu, and then select Cancel reservation.
If the booking is within your cancellation policy, you may also see a warning triangle. When pressed, this will alert you to the cancellation policy set for your property. If the reservation is within the cancellation policy, then this warning will not appear.
Checking this cancellation policy will help you understand your next step:
Cancel a Reservation - Charge with existing Deposit
Cancel a Reservation - Charge to go to Ledger Account - continue with the steps below in this article.
If you are unsure how to proceed, contact your Line Manager on-site to assist you further.
Step 2: Complete the cancellation
To complete the cancellation process, follow the steps below:
Within the Cancel Reservation screen, select a Cancellation Code from the dropdown menu and add a cancellation note if required.
Select Cancel to proceed with the booking cancellation.
The cancellation email window is shown. You can either:
Send email to guest: Tick the email address required, then select the Template to send and click Execute.
Bypass the email screen: Click Continue.
Step 3: Charge to go to Ledger Account
If an amount needs to be charged for the cancellation to a ledger account then an NRA Account will need to be created.
To raise cancellation charges to go to a ledger account, follow the steps below:
Create an NRA, linking the guests' profile and adding the required Purchase Order number.
Once the NRA has been created, click Billing.
Once in the NRA billing, click New Charge to charge for the cancellation.
Within the Free Type section, enter the information as required, including:
Analysis code - where the charge will be attributed to within the system.
Description - usually booking reference of the reservation, the guest name and ‘cancellation’.
Quantity - how many nights are you charging for.
Value of the charge - this value will be timed by the quantity so check the value entered is correct.
Click Post to create the charge.
Select Assign Ledger Acc in the bottom right of the screen.
Search and select the required Ledger account.
Tick to select items, then select Transfer To, and Ledger to move selected payments to the Ledger folio.
Check the bill is correct and select Check Out to send the charges to the Ledger. This will now show within the Aged Debtor account and can be emailed, viewed and printed as required.