Overview

Reservation Accounts are account types linked to a specific reservation in RMS.

On the Reservation Screen, the Account column offers a detailed breakdown of all financial components related to the selected reservation. It also provides tools for managing these accounts, giving users a comprehensive view of all reservation-specific financial information.

Account

The Account column on the Reservation Screen displays a comprehensive overview of all account information specific to the reservation. The following information is available in the Account column.

Account Header

The Account header provides access to the following shortcut functions:

• Account Balances: The Account Balance icon provides a quick overview of all account balances associated with the reservation. Hover over the icon to view the balances, select an account type to open it directly, or click the icon to access the main Reservation Account. The icon will display red if any account is in debit, and green  if all accounts are in credit.
• Bill To: The 'Bill To' option is used to update the billing party for a Reservation Account.
• Receipt: The Receipt icon allows you to generate a receipt and apply a payment directly, bypassing the need to open the full Reservation Account.

Account Number

The Account Number is the unique identifier assigned to this reservation's accounts. It can be used with the Quick Account Access feature to open the account directly, without navigating through the reservation.

Rate Breakdown

• Base Rate: The Rate Amount represents the base charge before any adjustments such as Additionals, Tax, Packages, or Discounts are applied.
• Package: The total value of all package components associated with the selected Rate Type.
• Discount: The value of any discounts applied, which will be deducted from the Base Rate.
• Total Rate: The Total Rate comprises the Base Rate plus Packages, Taxes, Additionals, minus any Discounts.

Discount

The Discount section allows you to apply a discount, which adjusts the Rate Breakdown, and requires a reason for the discount.

Travel Agent Commission

A Travel Agent Commission is the amount payable to a Travel Agent, Online Travel Agent, or Distributor for reservations received through their service. The displayed commission reflects the amount associated with the selected Travel Agent.

Charge to Area

Charge to Area is a feature that allows guests to charge purchases made through POS or POS Lite directly to their Reservation Account. This feature can be enabled or disabled on a per-reservation basis.

A maximum charge limit can be configured to cap the total outstanding balance on the Reservation Account when using the Charge to Area option. This limit can be manually overridden for individual reservations if needed.

Deposit Rules

The Deposit section displays any deposit amount defined by the selected Rate Type’s deposit rules, along with the deposit due date. If applicable, second deposits will also be shown in this section.

Upgrade Billing Options

The Bill Category determines how the Rate Amount is calculated by using the selected Rate Type and Bill Category instead of the reservation’s default category. If the category is changed without applying an additional charge to the guest, an Upgrade Reason can be selected.

Tax Exemption

If a reservation is tax-exempt, select the appropriate exemption from the available options. Tax Exemptions are configurable rules in RMS that prevent specific taxes from being applied when certain conditions are met. They are only available for Tax Exclusive properties with taxes configured in the system.

Hide Rate On Correspondence

Rate Masking allows you to hide rate amounts on any merged Correspondence for the reservation. This feature is especially useful for guests who have booked and paid through a Travel Agent, as it prevents negotiated rates from being disclosed to the guest.

Reservation Accounts

The Reservation Accounts section displays the current balances for all available accounts linked to the reservation. The number and type of accounts shown will vary based on your Accounting Options configuration.

To view account details or manage transactions, simply select the Account Type you wish to open. This will bring that specific account up on screen for further action.