This feature allows hoteliers to transfer booked add-ons and consolidated POS charges between reservations or rooms—an essential upgrade for managing real-life guest movements. Whether a guest changes rooms, extends their stay, or is accidentally charged on the wrong folio, you can now reassign these extras without creating duplicate charges or confusion.

In the fast-paced world of hotel operations, guests often change plans. Add-ons and POS charges (like breakfast, spa, or drinks) might get logged under the wrong room or need to follow a guest to their new reservation.

This feature helps you:

• Avoid billing errors

• Maintain clean financial records

• Improve guest satisfaction by ensuring accurate folios

• Reduce time spent manually correcting charges

How it works

Eligible transfers

• You can transfer individual add-ons or full POS tickets to another reservation or room with overlapping stay dates.

• The origin and destination reservations must share at least one common date.

• POS origin vs. non-POS origin has no impact on transfer eligibility.

Transfer limitations

• Invoiced items cannot be transferred: Once an add-on or POS ticket has been included on an invoice, it is locked and cannot be moved to another room or reservation.

• Checked-out reservations are ineligible: Add-ons cannot be transferred from a reservation that has already been checked out, even if the item hasn’t been invoiced.

• Final invoices block transfers: If the add-on is part of a finalised invoice, it cannot be moved under any circumstances.

• Group reservation transfers require a different flow: If you're trying to move an add-on between rooms within the same group reservation, the arrow icon will not be clickable. Instead, use the pencil (edit) icon to reassign the room and guest within the group (see "Group Reservations Exception" below for full steps).

• User permissions apply: Only users with the roles of Front Desk, Front Desk Supervisor, or Manager can perform transfers. Other user roles will not have access to transfer options.

How to transfer add-ons between reservations

1. Click the pencil icon on the add-on or POS item you wish to transfer.

2. From the dropdown, select a room/reservation with overlapping dates.

3. Confirm the transfer.

4. The system will:

   • Remove the item from the original reservation folio

   • Add it to the new reservation folio with no date change

   • Log the action in both reservation timelines

Audit Trail

Every transfer is automatically recorded:

• On the source reservation:
   “Add-on transferred to Room 5 (closed) (Reservation #12344)”
  
  

• On the target reservation:
   “Add-on transferred from Room 6 (closed) (Reservation #14425)”

If an add-on has been added to the function sheet, it will retain its timestamp and comments during the transfer.

POS Ticket Handling

The consolidated POS add-ons setting is an optional configuration that allows hotels to group all Lightspeed (K or L) POS transactions—such as restaurant, bar, or retail charges—into a single ticket line on the reservation and guest invoice, rather than listing each individual item separately. 

The following conditions apply when transferring Lightspeed POS tickets between reservations:

• You can transfer entire consolidated POS tickets between rooms.

• The date must remain the same.

Best Practices

• Only transfer items to active reservations with overlapping dates.

• Always double-check if an add-on has been invoiced before attempting a transfer.

• Use the audit trail to trace item history when resolving billing questions.

• Keep front office teams informed about the permission levels required to manage transfers.

Exception: Transferring add-ons within Group Reservations

Group reservations are bookings that share the same booker, include multiple rooms, and have identical arrival and departure dates. These are typically used for group travel, conferences, or corporate stays.

When transferring add-ons or POS tickets outside of a group reservation, you can use the usual “arrow” transfer icon in the add-on section.

However, if you’re trying to move an add-on between rooms within the same group reservation, the arrow icon will not be clickable. This is a known exception due to how grouped folios are structured.

How to transfer add-ons within a group reservation:

1. Open the reservation containing the add-on you want to move.

2. Scroll to the Add-ons section.

3. Click the pencil (edit) icon next to the add-on or POS ticket.

4. Scroll down to the “Assign to Room” dropdown.

5. Choose the new room number and guest (options displayed will be rooms from the group reservation).

6. Click Update.

7. Click Save on the reservation detail page to confirm the changes.

This manual path ensures the add-on is correctly reassigned within the group context, even when the arrow transfer is unavailable.