Wolfbay August Tip #2


You can use your Wolfbay Reservation System to Automatically cut refund checks for Guests. To do this, set additional feature page 1 number 16 to a unique credit account number, such as 21216. Then, when doing a refund (which is simply a negative deposit) you can have a check automatically written to the guest. Additionally, the refund could be broken down into 2 or more transactions. For instance, suppose the cancellation involved the return of a $200.00 deposit. Then, suppose that of the $200.00 deposit, $60.00 was to be kept as a cancellation fee and $140.00 was to be returned to the guest. You could then do two negative deposits.
 
So, you would enter the guest number, select the type of deposit being refunded, enter a negative amount of  -140.00, select debit account number of zero, select credit account number of 21216 and select 0 for guest.  This would set a check to be cut to the guest for $160.00.

Next, repeat the process, select guest number, a negative amount of -60.00, select debit account number of zero, select credit account number 21216, and then select the A/P VENDER number for your company, such as ABC Rentals and then a check will be set up to you for $60.00.

Other checks can also be cut from the refund, such as a check for unit damages or special cleaning. Please note that these checks for cancellation fees and or special cleaning by-pass the Owner Statements (as they should), because the guest is paying for this out of their deposit.

To activate this feature, Additional Feature Page 1 number 16 must be set to your selected credit account number, such as 21216.

If your system does not ask for a vender number when doing refunds, you need an update.


On Another note, please be sure to collect guest email addresses. Your reservation software allows you to send out emails to all guests that stayed with you during a certain period of time, such as last winter. You can easily email all of these guests a newsletter or provide them additional information about this years season. Please see Guest lists, more reports (37) and then reports 1 and 2. Report 2 will create a list of email addresses for other software, Report 1 will automatically send an email through wolfmail. This email can be an .html document. More on this in next tip. (This is an .html document being sent through wolfmail)