How to Void Transaction When Your FO Posted Payment to a Wrong Payment Account in Guest Folio?

Your Front Officer (FO) is checking out a guest and performing a security deposit refund to the guest.

The security deposit was collected by “Cash” during check-in, but when your FO performs a refund to the guest upon check-out she mistakenly chosen refund by “Credit Card”

Check this video out to learn how to Void a Transaction when your FO mistakenly posted a payment amount or posted to a wrong payment account in guest folio :

Steps to Void Transaction when Your FO Posted Payment to a Wrong Payment Account in Guest Folio:

Follow the guidelines below:

Step 1 : Login to Softinn PMS

Step 2 : Select the correct property

Step 3 : Click “Reservation“

Step 4 : Click “Option Button” and click ‘View Folio’ for the respective reservation

Step 5 : On Guest Folio, click “Security Deposit” tab

Step 6 : To void the transaction click “Void” button

Note : Only those with “Void transaction” access would be able to void the transaction.

Step 7 : Insert the Remarks for the Void transaction

Step 8 : Once done, click “Void Transaction“

Step 9 : Proceed to click “Refund” to re-record the refund transaction again

Insert the refund amount
Select the correct Payment Method and Payment Account
Once done, click “Add Refund” button

Note:

Enable “Show reversed and voided transactions” to view the voided transaction that you’ve done previously
The system will capture the voided transaction following the transaction date for audit tracking purposes
Click “View Activity Log” button to view ‘Who-Did-What-at-When’ for the changes in the guest folio
All payment transactions including that voided transaction will be recorded in Collection Summary Report

Steps to Grant Access for Void Transactions :

Follow the guidelines below:

Not every role in your hotel has the access to void a payment transaction. It is up to the hotel owner/supervisor to grant access to his internal team to “Void” the transaction.

Step 1 : To grant the access, go to Softinn Extranet

Step 2 : Click “MORE” and click “Manage User“

Step 3 : Click “Manage Role“

Step 4 : Select the role that you want to grant the access for “Void” transaction

Step 5 : Go to PMS section and tick “Void Transactions“

Step 6 : Click “Save Changes“

Hope this video helps you in understanding how to void a payment transaction when your FO mistakenly posted a wrong payment transaction in guest folio 🙂