Create a Free Nights (FX) Reservation (BW) (Cloud)
Best Western’s Free Nights (FX) program allows guests to redeem Best Western Rewards points to book a night or more without paying cash. In VM Cloud, front desk staff can create an FX reservation (free night) through AddRes or BookRes using the FX rate plan. This article walks through how to build an FX / free night booking, apply it to the guest’s reservation folio, and check out the steps needed for billing or folio handling afterward.
Path: Front Office > Reservations > Add Res/BookRes > Start the Reservation
Instructions
1. Start a new reservation (AddRes or BookRes). Begin like a regular reservation, filling in the guest name, dates, room type, etc.
2. In the rate section, choose the FX / Free Nights rate plan. Select the FX (free night) rate instead of typical room rates. This rate is tied to BWR points redemption.
Based on occupancy for that night, this reimbursement rate may need to be adjusted on the folio the next day.
3. Set the Method of Payment to City Ledger. Choose City Ledger and select your property’s designated BW Free Night / FX CL account (the clearing account used for FX reimbursements).
An FX reservation created online will always display with a $0.01 rate.
If the FX code does not apply a rate, or if no City Ledger payment accounts are set up for Best Western, please contact your management team.
The FX discount code is what triggers the points redemption on the guest’s Best Western Rewards account. If you remove this code from the reservation, the points will automatically be refunded back to the guest’s account.
Still Need Help With This Topic?
Ask Yourself:
- Is the FX / Free Night rate plan enabled for your property?
- Did you select FX instead of a standard rate?
- After saving, did the folio show a room charge of $0 (or proper FX handling)?
- Did you post the DB accounting code (if required)?
Support May Ask You:
- Which reservation are you editing (guest name, confirmation #)?
- Did you use the FX or FX2 rate code?
- What room type and dates were attempted for free night?
- Did the folio or accounting screen show the DB code?
- Can you provide screenshots of the FX rate selection, the folio, and the posting screen?
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