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How to Setup 3rd-Party Billing

In this tutorial, you will learn how to setup 3rd party billing.

Third Party Billing

Many courses, especially those in destination locations, have formal agreements with local hotels or other third party vendors. As part of this agreement, the third party agrees to make reservations and send customers to your golf course in exchange for a discount on the rack rate. The third party charges the customer directly for your services, often wrapped in a golf package and then you charge the hotel directly for the agreed upon amount. Because the hotel may be charging the customer an amount more than your agreed upon amount, you do not want the customer to see the amount charged to the hotel. Tax setup must also be taken into consideration for third party packages. If the third party is charging tax (on taxable items), the sales items must be tax-free. This setup requires two separate sales items: one tax-free sales item for the package, and one taxable sales item to be used outside of the package. To use the same sales item instead of two, mark the third party customer tax exempt. This setup will not apply taxes for the package when billed to the tax exempt third party, but will apply taxes when not used with the tax exempt third party.

Set Up

  1. The hotel gives each customer a voucher with a unique number identifier and number of players. The customer then presents this voucher on the day of play. This prevents fraud by other customers staying at the hotel not on a “golf package.”
  2. Create a billing class for all third party vendors. Use a name such as Hotel.
    billing classes
  3. Create one customer type for each third party vendor such as the name of the hotel.
    hotel cust type
  4. Create a single customer for each third party vendor. In the Customer screen, use the word hotel as the last name, and the name of the name of the business for the first name. If the hotel has more than one concierge sending you reservations, create a customer for each so that you can identify which concierge from that hotel is sending the most business. In that instance
    use the hotel name as the last name and the concierge name as the first name.
    hotel customer
  5. Give the main Hotel customer charging privileges and assign the hotel billing class you created in Step 1. In addition, assign the specific hotel customer type to this customer. Make sure to include the e-mail address of the concierge in the customer setup.
    1. If there are multiple customers you are creating for a single hotel, have them “charge to” the main account. This way they only receive one invoice and you only have to make payments to one account in the software.
      hotel parent hotel child
  6. Create a single green fee for each third party. In the sales item setup, make sure to include the Hotel Customer as set up in the previous step from the pull-down menu next to the Bill to Third Party field.
    3rd party item

    1. If you have created more than one customer for a hotel to track the different concierges, select only one of them as the primary customer to bill. You do not need to create the same hotel fee for each concierge.
    2. You may need to create more than one green fee if you have different prices, for example based on time of day or season of the year, with one hotel.
    3. You can also create additional items to bill to the third party, such as a hotel cart fee or hotel range fee, if that is included in your agreement with the hotel. Breaking it down to this level rather than a lump sum price, may assist you in tracking rounds and revenue in the appropriate departments and categories.
    4. Finally, it may be helpful to mark the item(s) required note so you can document the voucher number.
  7. Setup | Tee Sheet | Fees to assign the correct third party fee to each hotel customer type in the fee matrix.
  8. Turn on the option that includes reservation notes into confirmation e-mail.

Implementation

When the concierge calls, make the reservations under the appropriate hotel customer.

hotel booking

Document the hotel guest’s name and the hotel’s confirmation number in the reservation notes. The confirmation number provides proof that the concierge made the reservation. If the hotel guest does not show or the hotel guest cancels his/her hotel reservation, but the concierge forgets to cancel the golf reservation, oftentimes the only way to find a canceled reservation is with the confirmation number.
hotel booking

When the hotel guest arrives, hold the mouse over the tee time to see the guest name and voucher number. Collect the voucher and keep it for manual reconciliation, if necessary.
hotel guest arrives

From the tee sheet, start the fee collection process which brings up the appropriate hotel fee in the Shopping Cart. For tracking purposes, put the guest’s last name and voucher number in the receipt note. The note appears on the receivables statement sent to the hotel. For even better tracking, add this customer as the actual golfer to the system.

hotel checkin

When posted, a receipt prints for the customer, but the dollar amount of the hotel fee does not appear. Instead it displays PAID. Another invoice charged to the hotel’s receivable account is automatically generated but not printed.

hotel account

Instead, it is e-mailed to the hotel reflecting the true value of the transaction. Other items can be added to this invoice and not impact the hotel invoice. Note that credit limit or charging privileges are not checked for third party charges. Disable the third party sales item if charging is no longer desired.

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