Adjusting a reservation's guest folio (Accounting users only)

When guests book a reservation they pay you for services received. Their main payment is the accommodation fare, but they might need to pay taxes or additional fees. Each payment is a line item that makes up the reservation's guest folio breakdown, which gives you the most accurate summary of services in a reservation, per night. 

You can update the guest folio by changing the price of a service that is already part of the reservation or by adding a new service. 

Channel limitations

Airbnb

Learn how to change the reservation total price for Airbnb reservations.

Booking.com

You can only change a reservation's accommodation fare via Guesty after check-in time, and only if you're not using one of Booking.com's payment solutions for the listing. If you want to change the accommodation fare before check-in or if using a Booking.com payment solution, change the fare directly via Booking.com.

Understanding the realization date logic

When you adjust or add a line item, there is an associated default realization date. 

Keep in mind that the realization date is when the adjustment will be posted to the accounting folio and reflected owner statement. The adjustment may appear in a different month from the original service item.

The default realization date takes into account the related business model logic, including locking accounting periods.

You have the option to choose a different realization date, within the restrictions of a locked accounting period. See the default dates and examples below.

Adjusting the accommodation fare

Business model line item recognition date	Locking period status	Default realization date
Check-in	Is not locked	Check-in date
Check-in	Is locked	Latest date which is not locked
Check-out	Is not locked	Check-out date
Check-out	Is locked	Latest date which is not locked

Adjusting a fee

Fee calculation rule	Check-in date	Default realization date
Nightly	Is in the future	Check-in date
Nightly	Is in the past	Current date

 

How to adjust a line item

Step by step:

1. Sign in to your Guesty account.
2. In the top navigation bar, click the mode selector and select Operations mode.
3. Navigate to the relevant reservation.
4. In the banner at the top right, click Balance due.
5. In the guest folio breakdown, click Adjust line item.
6. Fill out the information in the pop-up:

   1. Select the line item you want to adjust.

   2. Enter the value to add or remove from the price.

   3. Accept the default realization date, or change as needed.
7. Click Adjust.

The price adjustment in the guest folio breakdown will appear as a single line item under the original item. The line item will note who made the manual adjustment and the realization date.

The adjustment will not be broken down into nightly rates, even though prices are presented in the folio per night.

Example: If you discount $100, the entire discount will be recognized on the realization date, even though the original accommodation fare is broken down per night.

How to add a line item

Step by step:

1. Sign in to your Guesty account.
2. In the top navigation bar, click the mode selector and select Operations mode.
3. Navigate to the relevant reservation.
4. In the banner at the top right, click Balance due.
5. In the guest folio breakdown, click Add line item.
6. Fill out the information in the pop-up:

   1. Select the item you want to add.

   2. Enter the amount to charge.

   3. Accept the default realization date, or change as needed.

7. Click Confirm.

The price for the new service will appear as a single line item, with a note of who made the manual adjustment and the realization date.

The adjustment will not be broken down into nightly rates, even though prices are presented in the folio per night.

Example: If you add a cleaning fee, the total price for the fee will be recognized on the realization date.

Guest refunds

If you apply a refund to the guest folio, you must also refund the payment. The status will remain as “overpaid” in the guest folio until the refund is processed.

How adjustments are reflected in the accounting folio

After making a manual adjustment to the guest folio, refresh the page then scroll down to the accounting folio.

The adjustments appear as separate line items in the accounting folio and include related automatic adjustments depending on your business model logic. See examples below.

One guest folio adjustment

In the guest folio, an adjustment of - $150 is made.

The accounting folio will reflect this as follows in each of the ledgers:

Owners ledger

Automatic commission adjustment - $30

Automatic net rental income adjustment + $150

Accounts Payable

Automatic commission adjustment +$30

Advanced deposit (guest)

Automatic net rental income adjustment - $150

Multiple guest folio adjustments

When more than one guest folio adjustment is made, the related accounting folio adjustments are grouped together as illustrated below.

Note that if different realization dates are selected, this is displayed under the recognition date column, but the adjustments are still grouped together.

 

How adjustments are reflected in the owner statement

Any adjustments made will be calculated into the total amounts for the owner statement of the realization date month.

For example, adjustments made with realization dates in August in the accounting folio owner ledger:

Adjustments made with realization dates in August are calculated in the owner statement for August: