Manage Travel Pass Point Redemption Reservations (Sonesta) (Cloud)
This article applies to Sonesta properties using Visual Matrix Cloud. A Travel Pass point redemption reservation is booked with loyalty points and handled differently than a standard reservation because payment is directly billed to Sonesta. To manage these stays correctly, staff must identify the reservation by its rate code and comments, check in the guest using a City Ledger account, and later reconcile charges with Sonesta’s monthly credit statement. Timing is important—wait to print invoices until after the Sonesta statement arrives so credits and direct bills can be matched accurately.
If you have any questions regarding the guest's stay or reservation, you can contact Travel Pass at 1-855-622-2160.
Overview
Indications of a Travel Pass Reservation
Path: Front Office > Reservations > Search > Open the reservation
1. The reservation will use the rate code TPRNR in its details. This marks it as a Travel Pass booking with a special override rate. Because it’s a private rate, the guest does not see the rate.
The rate code TPRNR is pre-loaded into your system during the Sonesta onboarding process. If you do not see this code in your setup, contact Visual Matrix Support, as it may indicate a configuration issue that must be corrected before Travel Pass reservations can be processed.
2. In the Comments section, you will see text about point redemption.
For example:
Redeeming 20000 nights = 20000 points – TP Bronze status and #123456789. Do not modify/cancel or combine with paid nights; call Travel Pass at 1-855-622-2160.
These comments confirm it’s a points booking and may include loyalty status or directives.
3. Assign the Travel Pass City Ledger Account as the Method of Payment in the reservation.
Unlike the TPRNR rate code, which is pre-loaded during onboarding, the Travel Pass City Ledger account is not created automatically. You must set up this account in your system before processing Travel Pass reservations.
Guest Check-In
1. Choose City Ledger as the payment method for the reservation.
If the guest may incur incidental charges (e.g., minibar, etc.), create an Incidental B Folio and save their credit card details there.
2. Select the appropriate City Ledger account.
Even if the reservation has already been direct billed, the rate in the folio is adjustable afterward.
Direct Bill the Folio and Checkout
1. If a City Ledger account was already assigned to the reservation, you can proceed to checkout. After confirming, Visual Matrix will direct bill the folio balance to the assigned CL account.
If no CL account was assigned at check-in, use Detail Posting before checkout: choose DB – A/R Direct Bill Payment, select the proper CL account, and then complete checkout.
2. Confirm the posting and complete the checkout.
If the folio was direct-billed to the wrong CL account, you can reassign it later via the PMS Accounting section.
Printing the Invoice
Path: Accounting > City Ledger > Print Invoices
Printing an invoice creates a summary document that consolidates all stays and folios within a selected period. To help with accurate credit posting, try to match this period and the number of folios with the Sonesta Credit Statement.
It’s recommended to wait until the Sonesta statement arrives before printing invoices. Aligning your invoice period with the statement helps ensure that credits and direct bills are applied accurately.
1-4. Select the account (1), set the date range (2), and select all direct bills that correspond to the period on the Sonesta credit statement (3). Click Print to generate the invoice (4).
5. The Invoice will include a summary and a grand total.
Check the City Ledger Account
Path: Accounting > City Ledger > Account Listing > Select the Account > Account Detail (Tools list on the right side)
Open Account Detail and find your invoice under the Invoices section. Click it to see a breakdown of all included folios and how the total was calculated.
Post the Credit
Once you receive the Sonesta credit statement and have your matching invoice, apply the credit in Visual Matrix:
- Go to Post a Payment on a City Ledger Account (Cloud).
- Select A/R Direct Bill Credit as the payment type.
- Apply it to the invoice you just created.
Still Need Help With This Topic?
Ask Yourself:
- Does the reservation use rate code TPRNR?
- Does the Comments section include points redemption info?
- Did I set “City Ledger” as the method of payment at check-in?
- Was a Travel Pass City Ledger account selected?
- Did I generate the invoice matching the Sonesta statement period?
- Did I apply the credit to the correct invoice with “A/R Direct Bill Credit”?
Support May Ask You:
- What is the reservation number and guest name?
- What rate code appears (TPRNR or otherwise)?
- What is the comment text related to points redemption?
- Which City Ledger account was used?
- Can you provide screenshots of your folio, invoice list, and payment screen?
- Was the invoice period aligned with the Sonesta credit statement?
- Did you try to reassign a wrong direct bill CL account?