How to Allocate a Single Payment Across Multiple Reservations
This article explains how to record a single payment that needs to be allocated across multiple reservations using an guest deposit clearing account.
This workflow is commonly used when one payment covers more than one reservation and cannot be posted directly to the standard Guest A/R Deposits account.
When to Use This Workflow
Use this process when:
One payment applies to multiple reservations
You need to split the payment across reservations
Posting directly to the standard guest deposit account is not allowed due to posting rules
You want the final result to be a net $0 transfer in the clearing account
Step 1: Use an Advanced Deposit Clearing Account
Create or select an Advanced or Guest Deposit Clearing Account
This should be different from your regular Guest A/R Deposits account.
This account exists specifically to handle allocation scenarios that standard accounts do not allow.
Ensure the incoming payment is posted to this clearing account.
Step 2: Adjust Source and Listing Allocation
Navigate to Source / Payment Details.
If the payment is currently tied to a listing:
Uncheck the listing assignment if the payment should not go directly to an owner yet.
Save the payment with no listing assigned at this stage.
This prevents the payment from prematurely impacting owner statements.
Step 3: Identify the Reservations and Amounts
Identify the total payment amount.
Example: $2,732 total
Determine how much applies to each reservation.
Example:
Reservation 1: $1,732
Reservation 2: $1,000
Step 4: Allocate the Payment Across Reservations
Select the two reservations the payment should be applied to.
Confirm the combined total equals the original payment.
The goal is for this transaction to result in a net $0 transfer.
Step 5: Reclass the Clearing Account Entry
Create a reclassification entry against the Advanced Deposit Clearing Account.
The contact is not critical in this step:
You may select any valid contact or company.
Select the appropriate listing for the allocation.
Choose the same clearing account used earlier.
Enter the amount as a negative value equal to the original deposit.
Example:
-2,732.00
Step 6: Confirm the Final Result
The clearing account balance should now be $0
The payment is:
Fully reversed out of the clearing account
Properly allocated across multiple reservations
The reservations now reflect the correct applied amounts
Final Outcome
✔ Payment successfully split across multiple reservations
✔ No balance remaining in the clearing account
✔ No premature owner impact
✔ Clean audit trail for reconciliation