Refund a Settled Credit Card Payment in a City Ledger Account

Once a credit card payment has been settled, whether it is in a folio or in the City Ledger, it cannot be voided. A refund has to be posted. As you cannot post a refund directly in a City Ledger Account like you would post a payment, you will need to go through a new reservation.

Follow these next steps.

Step 1: Post the refund to a folio

- Create a new reservation for 1 night (the rate and room type do not matter as we won't be keeping this in-house through audit. Select what is available.)

- Check-in the reservation with City Ledger as the Method of Payment - Choose the City Ledger Account for which you need to post the refund.

- Open the Folio.

- Post a Refund Credit Card using the Credit Card to which you need to refund the money to.

- Post the code DB - A/R Direct Bill Pymnt - and choose the City Ledger Account to which you need to transfer this refund.

- The balance is now back to $0.

- Check-out the Folio.

Step 2: Apply the debit to the City Ledger account

- Go to Accounting > City Ledger > Print Invoices

- The direct bill you just posted will show.

- Create (print) the City Ledger invoice for that Refund.

- Go to the City Ledger Account, Payment section, and Apply the Invoice you just created to the Payment you needed to refund. The negative Direct Bill (aka the refund) will offset the settled payment.

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