Hello Softinn PMS Users!

Scenario: A guest (e.g., Laila) is currently checked in but requests to upgrade or change their room type for the remainder of their stay (e.g., moving from a Junior Suite to a Presidential Suite for the second night).

Check out this video to find out more on how to handle a Change of Room Type During a Guest’s Stay:

Steps to Update Reservation and Folio

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Follow the steps below:

Phase 1: Adjust the Original Room

• Step 1: Log in to Softinn PMS and select the correct property.
• Step 2: Click on Reservation and locate the guest’s “Checked-In” reservation.
• Step 3: On the reservation details, click the Shorten Stay button.
• Step 4: Reduce the stay by the required number of nights (e.g., shorten by 1 night) and click Save. This leaves the guest in the original room for the first night only.

Phase 2: Add the New Room Type

• Step 5: Click the Add Room option. In the pop-up window, select the new check-in/out dates for the second leg of the stay.
• Step 6: Select the new Room Type (e.g., Presidential Suite), assign a room number, and select the appropriate rate plan. Click Save.
• Step 7: You will now see two entries in the Manage Group Reservation page: the shortened original room and the newly added room.

Phase 3: Transfer Balance & Settle Payment

• Step 8: Go to View Folio for the original room (e.g., Folio F-0-1). You will notice an extra payment balance because the stay was shortened.
• Step 9: Click the Transfer Balance button. Insert the amount to be moved (e.g., RM200) and select the new folio (e.g., Folio F-0-2) as the destination. Click Transfer Balance.
• Step 10: Switch to the new folio (F-0-2). Review the total charges and the transferred payment.
• Step 11: To settle the remaining difference, click Add Payment, enter the amount received from the guest, and select the payment method. Click Add Payment to finalize.

Notes: The Transfer Balance button only appears if there is an actual overpayment/credit balance on the current folio. Ensure the first folio is balanced before the guest checks out of the first room.

Hope this helps you smoothly manage room upgrades and stayovers in Softinn PMS!