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

The reservation's guest folio breakdown 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. When you adjust or add an item, you select a realization date (within the parameters of a locked accounting period) which determines when the revenue is recognized. 

Before you begin

Guest refund/payment follow up

Adjusting the guest folio does not automatically trigger guest payments. 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. 

Likewise, you need to process a manual payment for any additional amount due.

Channel limitations

Airbnb

If you want the price change to appear in Airbnb, follow these steps.

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.

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. Enter the realization date to determine when the revenue is recognized.
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.

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.

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. Enter the realization date to determine when the revenue is recognized.
7. Click Add.

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.

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: