Check-In an FX2 Reservation (BW)
FX2 is a special Best Western rate code that lets guests partially pay with loyalty points and partially with another payment method. Because of this split payment structure—and the need to process reimbursement from BW—you’ll follow extra accounting steps at check-in. This article walks through exactly how to check in an FX2 reservation using the two required folios and post the correct amounts.
Path: Front Office > Reservations > Search
You must have a Folio A (for room & tax) and a Folio B (for incidental or reimbursement).
Instructions
1. Open the reservation in Visual Matrix and confirm the rate code is FX2.
2. Review the “CRS Comments” section and confirm whether the guest owes an additional first-night payment beyond the points redeemed.
3. Next, determine whether a post-check-in adjustment is needed now or later:
- If the guest still owes a balance, override the rate in Rate Details and post that amount as the room charge on Folio A.
- If the guest owes nothing (i.e., fully covered by points), leave a token amount (such as $0.01) so it will auto-post during the night audit; the next day, you can void or override that small charge (e.g., set to $0.01) in Folio A.
4. Complete the check-in using the guest’s chosen method of payment (for the non-points portion). Don’t worry yet about applying the points portion — that will come next.
5. If a B Folio doesn’t already exist, create one. Set its payment method to City Ledger, and choose the designated FX2 City Ledger account (set up for FX2 reimbursements).
6. In the B Folio, open Detail Posting and select the FX2 Room Revenue account. Post the reimbursement amount calculated via the Best Western FX2 Reimbursement Calculator, based on the number of points redeemed (as indicated in the CRS 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.
Background on Reimbursement
The reimbursement amount is calculated based on property occupancy and the number of points redeemed. You can use the FX2 Reimbursement Calculator (available in your Best Western Hotel Portal), which lets you input tax rates so that the final figure matches what should be posted to the B Folio.
The reimbursement formula is:
- At ≥ 90% occupancy: points redeemed × $0.005 × 90%
- At 70%–<90% occupancy: points redeemed × $0.005 × 70%
- At < 70% occupancy: points redeemed × $0.005 × 40%
8. During the night audit, Room and Tax will post to Folio A, completing the full revenue for that day. Since you already handled the reimbursement on Folio B, you won’t need to take any action on Folio B at check-out.
Still Need Help With This Topic?
Ask Yourself:
- Did I confirm the reservation is using the FX2 rate code?
- Have I checked the CRS Comments to see if the guest owes a balance for the first night?
- Did I create both Folio A (Room & Tax) and Folio B (Incidental/City Ledger)?
- Have I used the BW FX2 Reimbursement Calculator to determine the correct posting amount?
- Does Folio B balance to $0.00 after posting the reimbursement and payment?
Support May Ask You:
- What is the reservation number and guest name?
- Can you provide the CRS Comments details (amount due, points redeemed)?
- Which FX2 City Ledger account did you select?
- What occupancy percentage did you use when calculating the reimbursement?
- Did you capture screenshots of the folio postings?
- Was the $0.01 token charge voided or overridden after the night audit?
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