Apply Travel Cards, Gift Cards, or Vouchers on Folios (BW) (Cloud)
Travel cards, gift cards, and vouchers from Best Western are used by guests to offset charges on their folio. Even though the guest does not pay cash, the property still posts the amount as a City Ledger direct bill so the brand can reimburse the hotel. This article explains how to apply these Best Western items to a guest folio in Visual Matrix Cloud.
Path: Front Office > Cashiering > Guest Account > Open the Guest Folio
To avoid authorizing the full amount on the guest’s card, check the guest in as Cash, post the travel card, gift card, or voucher credit, and then save the credit card in the reservation. The system will authorize only the remaining balance after the credits are applied.
Posting the amount alone does not trigger reimbursement — you still must log the voucher/travel card in your brand portal for the hotel to receive credit.
Instructions
1. In the Detail Posting dropdown, select the accounting code DB – A/R Direct Bill.
2. Choose the BW Free Nights City Ledger Account, then click Submit.
If the Travel Cards/Voucher account does not exist or has not been created, contact your management to create it or to assist with the next step.
3. 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.
4. Enter the Travel Card, Gift Card, or Voucher number in the Description field and the amount in the Amount field.
If the Description field cannot be edited, the Accounting Code setup must be updated in the system configuration.
5. Click Save to post the direct bill.
6. Repeat as needed for additional cards or vouchers.
7. After posting, log the Travel Card/Gift Card/Voucher in Member Web to trigger hotel reimbursement.
For any issues with a voucher or travel card in Member Web, contact the Best Western Helpdesk for assistance.
Still Need Help With This Topic?
Ask Yourself:
- Did I post the correct amount and choose the “DB – A/R Direct Bill” code?
- Did I select the correct City Ledger account for Travel Cards/Gift Cards/Vouchers?
- Did I log the item in the brand portal for reimbursement?
Support May Ask You:
- Which City Ledger account did you post to?
- Did you submit the redemption/tracking in the brand portal?