Check Out a BWR Free Nights Folio (BW) (Cloud)
When a Best Western Rewards (BWR) member redeems points for a free night, the stay is not paid for directly by the guest. Instead, it is charged to a dedicated City Ledger account created specifically for Free Nights. This process ensures that the brand can later invoice the stay and credit the property for the amount of the redeemed night(s). The folio is still processed like a regular check-out, but uses the City Ledger payment method rather than a guest payment type.
Path: Front Office > Cashiering > Guest Account > Open the Guest Folio
Even though no cash or credit card transaction occurs, the stay must still be checked out and posted to the Free Nights City Ledger account for accurate accounting and reimbursement by Best Western.
Instructions
1. Verify that the Payment Type is set to City Ledger and linked to the Free Nights account.
If the Payment Type Is Already Correct
If the Payment Type is already set to City Ledger and linked to the Free Nights account, you can check out the room directly. The system will automatically post the stay to the Free Nights City Ledger account and complete the check-out.
2. Select Check Out from the right-side Toolbox.
3. When prompted, click OK to confirm the automatic posting.
4. Confirm once more to proceed with billing to the Free Nights account.
This automated method requires the Free Nights City Ledger to already be linked in the reservation. If it isn’t, use the manual posting steps in the next section.
If the Payment Type Isn’t Set Correctly (Manual Process)
2. In the Detail Posting dropdown, select the code DB – A/R Direct Bill Payment.
3. Choose the BW Free Nights City Ledger Account, then click Submit.
If the Free Nights account does not exist or has not been created, contact your management to create it or to assist with the next step.
4. When the confirmation message appears stating: “The City Ledger Account allows only Room and Tax postings. Do you wish to continue?”. Click OK to proceed.
5. Click Save to post the direct bill.
6. Complete the check-out as usual.
Still Need Help With This Topic?
Ask Yourself:
- Did I confirm the folio’s payment method is set to City Ledger – Free Nights?
- Did I check out the reservation to ensure the stay was recorded correctly?
- Did I verify that the property’s City Ledger account for Free Nights is active?
Support May Ask You:
- What is the folio or reservation number of the guest’s Free Night stay?
- Did the City Ledger posting appear under the correct account name?
- Was the Free Nights City Ledger account missing or incorrectly linked?
- Have you already received brand reimbursement for this stay?
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