This article explains how to add or adjust a charge on the Reservation Folio in Cloudbeds PMS.
Overview
An adjustment can be used to add a discount to a reservation or correct the reservation price, especially when the correction needs to appear in the folio and invoice. Adjustments should be applied to the corresponding charge type, such as room rate, tax, or add-on.
Adding an adjustment to a reservation subtracts a specific amount from the guest's charges (the amount the guest owes). In Cloudbeds PMS reports, an adjustment is recorded as a separate transaction. In the Transaction Report, it appears in the debit column, displayed in brackets to indicate that the amount is being subtracted.
A charge adjustment does not subtract an amount from a guest's payment. To adjust a payment, you must add a refund to the reservation instead.
Adjust Charge interface update: Cloudbeds is gradually introducing a new drawer interface for the Adjust Charge action in the Reservation Folio.
Depending on your property's rollout status, you may see the previous form or the updated drawer when selecting Adjust Charge. The available fields, validation, and transaction behavior remain unchanged. No action or additional configuration is required.
How to adjust reservation charges
Step 1 - Access the Reservation Folio
- Find the corresponding reservation. You can use the search bar in the Top menu of your Cloudbeds account.
- Click the Folio tab.
- Open the folio where you want to record the adjustment.
- Click Add/Adjust Charge.
- Select Adjust Charge.
Learn more about the Reservation Folio.
Step 2 - Add the adjustment details
Complete the Adjust Charge form or drawer with the following information:
- Enter the adjustment amount.
- Apply the adjustment to the appropriate charge type, such as room rate, tax, or item.
- Assign the adjustment to a guest.
- If you have split folio functionality enabled, select the folio where the adjustment should be added.
- Set the date and time of the adjustment.
If you are correcting a reservation price, check whether the adjustment date needs to match the date when the original charge was added. Selecting a different date can cause mismatches in reports and revenue figures, especially when reviewing daily or weekly reports.
Example:
- A guest checks in on January 1 and should pay $100.00. The room rate debit for January 1 is $100.00.
- Before arrival, you correct the price by adding a $10.00 adjustment dated December 1.
- In the report, the revenue for January 1 remains $100.00, while December 1 shows -$10.00 because the adjustment was recorded on that date.
- To reflect the correction on January 1, select January 1 as the adjustment date.
- Enter any relevant notes (optional).
- Click Adjust Charge.
Legacy Adjust Charge form:
New Adjust Charge form:
Step 3 - Review the adjustment
The adjustment appears in the Reservation Folio under the debit column. The amount is displayed as a negative value, indicating that it is subtracted from the total charges.
You can void the adjustment by clicking the gear icon next to the transaction. Learn more in How to void transactions.
Comments
Can you please add a feature that will give the promocode option here? We don't have time to do math for adjustments. Can you please make the promocode option available in the charge/billing section before we process the payment? It is not intuitive to have it anywhere else.
Hello, Asharae!
Thank you so much for posting this great idea!
Based on the provided details, we have already created a new idea on your behalf in our Cloudbeds Community, so everyone can see it and vote for it. Please feel free to check it out here!
For future submissions, please access the Community to share your ideas. We remain at your disposal if you have any other doubts.
Regards!
Cómo puedo eliminar un pago en efectivo para que no aparezca en el sistema
de una reservación cancelada?
Hola, Jatzirigar06,
El sistema permite anular los pagos en efectivo dentro de las 24 horas posteriores al momento de la publicación. Si ha pasado el tiempo de la ventana, debes crear un cargo ajustado para corregir el saldo de la reserva:
Para asistencia adicional, por favor comunícate con nuestro Equipo de Soporte.
Un saludo,
I need help. A guest placed a reservation online and paid the deposit in full, however it is showing up as a credit on the account instead of applying it to the bill due. How do I fix this?
Hello, Leslie Martin,
We have already created a new ticket on your behalf, so our dedicated Support Team can review this case and assist you as soon as possible.
Thank you!
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