Upgrading a lease to a new room

Use the Lease Upgrade pop-up to upgrade a lease to a new room when the guest staying on the lease requests to move into another room for personal reasons. For example, a company leasing a room for an employee who is on a temporary work assignment for multiple months can have the family to visit. The employee can require, a large room to accommodate the family.

There is no auto generation of schedules for a lease upgrade, therefore no billing cycle or billing cycle option. The start and end periods entered must be one period for that upgrade schedule and for invoicing. If multiple billing cycles are needed for the invoicing of an upgrade, the upgrade must be specified as multiple records, one for each billing cycle needed.

The following important points must be noted about the lease upgrade:

  • Upgrade can have multiple periods. Lease upgrade dates must follow the main schedule dates of the lease. Upgrade periods cannot overlap main lease periods.
  • Upgrade cannot overlap between two guests.
  • The start date of the upgrade is used as the date on which the lease upgrade is charged.
  • Among all guests within the lease, the dates of the lease upgrade must not overlap.

Since the guest is responsible for the upgrade charges, these charges are posted to the folio of the A/R account associated to the guest stay instead of the folio of the A/R account associated to the lease. If there is no A/R account associated to the guest stay, the upgrade charges will be posted to the guest stay folio. The posting of upgrade charges follows the same process as the main lease charge posting.

No upgrade fees can be added to the upgrade screen other than hiring/maintenance/service. Other fees have to be added in the Fee tab.

Use the Calculate option to calculate the difference of the main lease paid for the upgrade period and the amount the guest must pay for that upgrade period

Once an upgrade lease period has been added you can use the Actions button links to invoice, reverse charges, or update charges. The options that are available are dependent upon the current status of the lease upgrade period record.

You can navigate to the Lease Upgrade pop-up using these steps:

  • The Action button Upgrade Lease link in the Lease Schedule tab.
  • The Lease Upgrade option in the Guest Stay Record View tab.
  • The Lease Upgrade option in the Lease Record View tab.

To upgrade a lease:

  1. In the Lease Upgrade pop-up, specify this information:
    Guest Name
    The guest name if the pop up is displayed using the Action option. The Guest Name is defaulted to the primary guest name and cannot be modified if the pop-up is displayed from the guest stay Upgrade Lease option.
    Rate Plan
    Select a leasing rate plan. Only standard rate plans that are configured as leased rates can be selected. The rate amount quoted for the upgrade is the monthly rate on the rate plan is used, but can be changed. When the upgrade is crossing multiple rate periods, the rate where the period is scheduled within the start date of the upgrade is used. Any changes made to the configuration of leasing rate does not proceed fora re-quote.
    Upgrade A/R Account
    The Upgrade A/R Account for the lease upgrade period; in the absence of which, the application uses the guest stay A/R Account. The Upgrade A/R Account is for the lease and guest stay and applies to all the upgrade periods for the guest.
    Room
    The room number to initiate the lease upgrade process. The application displays the rooms available for the guest stay.
  2. Click Submit.