Travel Pass Point Redemption Reservations (Sonesta)
When handling direct billing for Travel Pass, it's
important for the property to take note of the monthly Sonesta statements they
receive, which will be later used for payment collection. We recommend
refraining from printing invoices until the property has received their Sonesta
statements. By waiting, the property can then print the invoices according to
departure dates when the direct bill was posted to the guest folio. This
ensures that the Sonesta credit payment is accurately applied to the correct
invoices.
If you have any questions regarding the guest's stay or reservation, you can contact Travel Pass at 1-855-622-2160
The following steps will guide you through the process of identifying a reservation that has been booked using Travel Pass Points, checking in the guest, posting the direct bill payment in the folio, and subsequently printing the invoices for a designated departure date range.
Indications of a Travel Pass Reservation
For Travel Pass stays, reservations will be identified by the rate code TPRNR in the reservation details. This code indicates that the reservation is associated with a specific override rate, which is the rate charged for the stay. When applied, the TPRNR code also marks the reservation as having a private rate so the guest should not see the rate.
Additionally, details about points redemption will appear in the comments section.
Example Comment: "Redeeming 20000 night=20000 points - TP Bronze status and #123456789 *Do not modify/cancel or combine with paid nights call Travel Pass at 1-855-622-2160"
Guest Check-In
1. When checking in the guest, make sure you select "City
Ledger" as the method of payment.
To authorize a guest's credit card for any incidental charges, create an "Incidental B Folio" and save the guest's card information on that folio.
It’s recommended to have a "Travel Pass" account available. If you don’t have one, you can select the "Default" account, create a new one, and then return to the reservation to assign the newly created account.
The rate can always be adjusted after posting, even if it
has already been direct billed.
Direct Bill the Folio and Checkout
3a. If the City Ledger account has been selected in the reservation, you can go straight to checkout. After a confirmation popup screen, Visual Matrix will automatically direct bill the folio balance to the city ledger account.
3b. If the City Ledger account has not been selected in the reservation, in the "Detail Posting" at the bottom, select "DB - A/R DIRECT BILL PYMNT", and select the account to direct bill the folio balance to. Then complete the checkout.
4. Confirm the posting.
If the folio was direct billed to the wrong account, no worries— it can be easily reassigned from the PMS Accounting section.
5. The selected City ledger account will show in the "Reference" field of the detail posting. The amount will apply automatically. Click "Save" to complete the posting.
Printing the Invoice
Path: Accounting > City Ledger > Print Invoices
Printing the invoice generates a document that consolidates all stays and folios for a specific period. It’s recommended to ensure this period and the total number of folios align with the Credit Statement from Sonesta for accurate posting of the credit received.
As mentioned at the beginning, by waiting to receive the Sonesta
Credit Statement before printing the invoices, the property ensures the
invoices accurately reflect the direct bills associated with each guest's
departure date, facilitating easier consolidation of stays and Sonesta’s Travel
Pass credits.
6. Select all direct bills within the date range
of the Statement and generate an invoice that will be covered by the credit
applied to that same statement.
7. Print the invoice. The invoice will summarize the
selected direct bills and provide a grand total of the amount due.
8. Go to "Account Detail".
9. The newly created invoice will now appear in the
"Invoices" section. Clicking on it will prompt a breakdown at the
bottom left, displaying all folios included in the invoice. This breakdown
illustrates how the grand total of the invoice was calculated.
Post the Credit
The guest has stayed, you've direct billed the stay to the Sonesta
Travel Pass account, received the Sonesta Statement, and created an invoice in
Visual Matrix for all the stays reflecting the credit received. The final step
is to apply the credit in Visual Matrix to that invoice.
12. Post a Payment on a City Ledger Account (Cloud). Select "A/R Direct Bill Credit" as the payment type from the list of options.
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