Checking out a customer with a balance

Q: How can I get somebody checked out if they didn't pay and still have a balance?

Note: This information has been updated and is now in newsletter #36.

Original answer:

A: It's usually best to get the balance zeroed-out for bookkeeping reasons, by entering negative charges if necessary (perhaps adding a special category for "Write-off" for such instances).  In some cases you might have to go into Reservation Details and check "Disable auto-rate recalculations" to keep it from changing the balance, especially if you're adjusting dates on the reservation due to a shortened stay.  However you can also tell the program to allow check-outs with a balance if you really want to leave it that way (perhaps you expect to collect the money later)..  Go to Maintenance / Program Options / Functions, and uncheck "Don't allow a reservation to be checked out if it has a balance".

Update: As of version 10, the option to allow checking out with a balance is not a Program Options setting, it's an Access Level (Maintenance / Park Setup / Access Levels), with a default setting of "Reservations".  You can set the operator level allowed to check out with a balance as needed, for either balance due ("Check Out a Reservation with a balance due") or a credit balance ("Check Out a Reservation with a credit balance").