Configure Reasons to Adjust Charges

Stay is enhanced to allow users to configure reasons that can be selected when adjusting charges in a folio.

Feature Setting

The following new feature setting has been added to enable users to configure reasons for adjusting charges:

  • Name: Adjust Charge Reasons

  • Value: Must be enabled

  • Comments: License is not required

Permission

The following new permission has been added to enable users to configure reasons for adjusting charges at the property level:

  • StayWritePropertyAdjustChargeReasons

Users with this permission can add or modify the reasons configured for the property.. This permission is provided to the following roles by default:

  • System Administrator

  • Stay Hotel Manager

  • Department Manager

When the feature setting is enabled, users with the StayWritePropertyAdjustChargeReasons permission can configure reasons at the property level for adjusting charges from the Adjust Charge Reasons screen (Settings ➜ All Settings ➜ Reservations ➜ Adjust Charge Reasons). When users click Add, the Add Reason pop-up screen appears that displays the following fields:

  • Field

  • Description

  • Active Checkbox

  • This is an optional field that is selected by default.

  • Users can uncheck this checkbox to make the reason inactive.

  • Code

  • This is a mandatory field that allows users to enter a code for the reason.

  • Users can enter a maximum of 6 characters including alphanumeric characters.

  • Reason

  • This is a mandatory field that allows users to enter the reason to be selected when adjusting charges.

  • Users can enter a maximum of 65 characters.

  • Type

  • This is a mandatory field that allows users to select from the following adjustment types :

  • Guest Satisfaction: When selected, users can select the reason configured when performing a Guest Satisfaction adjustment for the charge.

  • Posted Incorrectly: When selected, users can select the reason configured when performing a Posted Incorrectly adjustment for the charge.

  • When both the options are selected, the configured reasons are applicable for both the adjustment types.

  • Description

  • This is an optional field that allows users to enter a description for the reason. Users can enter a maximum of 300 characters.

The configured reasons are saved when users click Save and are displayed in the Adjust Charge Reasons tab. The reasons are displayed as a hyperlink. When clicked, the Edit Adjust Charge Reason pop-up screen appears that allows users to modify the following fields for the configured reasons:

  • Reason

  • Adjust Charge Type

  • Allow Properties to Inactivate the Reason

  • Active Checkbox

  • Description

The following columns are displayed in the Adjust Charge Reasons tab:

  • Column

  • Description

  • Reason

  • Displays the reason configured.

  • Code

  • Displays the code for the reason.

  • Description

  • Displays the description for the reason.

  • Adjust Type

  • Displays the adjustment types for which the configured reasons can be applied, that is, for Guest Satisfaction or Posted Incorrectly.

  • Level

  • Displays if the reasons are configured at the customer or property level.

  • Status

  • Displays if the reasons are active or inactive.

Users can search reasons in this tab using the Reason or Code and filter records using the Level and Adjust Type values.

To support this enhancement, a new screen, Adjust Charge Reasons (Settings ➜ All Settings ➜ Reservations ➜ Adjust Charge Reasons) has been added that allows users to configure reasons that can be selected when adjusting charges in a folio.