Automatic settlement by cancellation type

This program automatically charges the prepayments for reservations that can no longer be cancelled free of charge. It is used for processing the tokens SIHOT received when guests provided their credit card details for this purpose during the reservation process.

It is recommended to enable the toggle key Do not settle virtual credit cards. “Virtual credit cards” is data sent by OTAs to be used for the payment of reservations that they have forwarded. However, Automatic settlement by cancellation type cannot process this data and the reservations will come up with an error message in the program’s protocol. Therefore, it is best to exclude them at this stage. Instead, you can settle these OTA payments by running the program Automatic settlement by arrival date.

The Automatic settlement by cancellation type is usually included in the night audit schedule.

NOTE:
To ensure that the revenue figures are correct, this program requires alternative revenue accounts. See Setup.

To collect the required payment, SIHOT checks the following points when calling up the program:

• The cancellation period has expired. This is determined by the entry in field Cancellation policy in the reservation.

• There is no deposit requirement and no deposit has been posted to the reservation account.

1. The fix services are posted to the reservation account. The revenues are posted to the respective alternative revenue account (deposit).

3. If the option Send via email is ticked, the invoice is sent to the client’s email address.

4. SIHOT issues a protocol that also shows any errors that may have occurred (e.g. if there was no token available).

TIP:
Bevor running the program, you can conduct a check by enabling the Simulation-flag. In this case, there will be no postings and no settlements, but you can see any errors, for example if tokens are missing.

If your guests have paid the commission for the OTA already, for example, in form of a deposit at the time of booking, enable the option Ignore commissions. This ensures that the programm charges the guest’s credit card only with the actual remaining amount due to the hotel.

To settle the bookings for certain clients, travel agents or travel points only, enter the respective profiles using the syntax guest number/hotel number;guest number/hotel number. Also, you can select certain credit cards to be settled only.

TIPP: You can see the distribution of revenue on the tooltip in the reservation account.

NOTE:
When amending a reservation after the automatic settlement was conducted, you may have to charge additional nights manually.

Upon check-in, the prepayment is credited to the guest’s account. This credit will be balanced when the fix services are charged during the night audit.