Check-In an FX2 Reservation (BW)
The FX2 rate code is unique because it allows guests to split their payment between loyalty points and another preferred method of payment. With this special rate code, guests have the flexibility to use a portion of their points to cover a portion of the booking and pay the remaining balance using any other payment method they prefer. You will have to have 2 folios: Folio A (as Room & Tax) and Folio B (as Incidental).
1. Open the reservation.
2. Check the "CRS Comments" and verify if the guest will have to pay something for the first night in addition of the redeemed points.
3. Check the necessary adjustment than can be done now or will have to be done the next day:
- If the guest still has something to pay, the rate can be override in the "Rate Details", and will be posted as the room charge on A Folio.
- If the guest does not have anything left to pay, it can be left at $0.01 to be auto-post during the audit and either voided or overrided ($0.001) in the folio the next day.
4. Complete the check-in with the Method of Payment selected by the guest, without worrying of the points part... for now.
5. If not already done, create a B Folio, and select City Ledger as the method of payment. Select the FX2 City Ledger account created for that reason.
6. Go to the Folio and from the "Detail Posting" dropdown, post the FX2 code Room Revenue for the amount that you have calculated with the BW FX2 Reimbursement Calculator based on the number of points in the comments.
7. Post the Payment "DB - A/R Direct Bill Payment" to the FX2 City Ledger account for the same amount posted above. The balance remain at $0.00.
Reminder: The reimbursement amount is not provided, but the number of points redeemed is. Also, as the code will post the tax, you need to post the rate before tax.
You can calculate the reimbursement amount, which is determined by occupancy and the number of points redeemed, using the FX2 Reimbursement Calculator available on your BW Hotel Portal. The calculator provides you with the ability to enter your tax rates so that the resulting amount is what you would post to Folio B.
The FX2 reimbursement structure is:
- If the occupancy of a property is 90% or greater when the FX2 room night is consumed, the property will be reimbursed: BWR points redeemed multiplied by $0.005 multiplied by 90%.
- If occupancy is 70% or greater, yet less than 90% when the FX2 room night is consumed, the property will be reimbursed: BWR points redeemed multiplied by $0.005 multiplied by 70%.
- If occupancy is less than 70% when an FX2 room night is consumed, the property will be reimbursed: BWR points redeemed multiplied by $0.005 multiplied by 40%.
8. With the Room and Tax that will be posted during the night audit on Folio A, you will have the full revenue posted on the reservation and be accounted for the day. And with the payment being already posted, you do not have to worry about this Folio B at check out.
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