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Each hotel may also have more than one confirmation letter type to select from when accessing this option. To print a confirmation letter to mail to a guest: 1. From the Options menu, select Confirmation.
If multiple profiles or guests exist in the reservation, be certain to select the Individual profile of the guest to whom you are delivering the confirmation. Click the drop down arrow next to the field labeled Conf. Name on the line for the recipient guest. If no address exists on the profile, click the drop down arrow next to the Address field to add an address. If emailing or faxing a confirmation, ensure either an email address or fax number exists in the fields in the Email and Fax columns.
If no email addresses or fax numbers exist, click the drop down arrow next to each field to add one. Select Send. To preview the confirmation letter to your screen, select Preview. To save the confirmation letter to file on your computer, select File. In addition, when emailing a confirmation, the new message created through the email program attaches the confirmation letter to the message as a PDF attachment.
Credit Cards The Credit Cards feature applies only to guests paying with credit card after they have checked into the hotel. This feature allows the user to obtain additional authorization on a card as well as to view authorization history for each payment method. Delete Do not use this option as it permanently deletes reservations from the database. This option is only available during a manual reservation entry at time of install. You may apply a deposit of any amount to any reservation at anytime.
Not only does this screen allow you to set the request to collect the deposit, it also allows you to post the deposit once received. Select Deposit Tab, and then New. Click the drop down arrow next to the Deposit Rule field to enter a pre- defined deposit rule i.
Depending on the deposit rule for the reservation, enter either the Percentage or the Deposit Amount you request for the reservation. Enter the Due Date you require the funds to be collected and applied to the reservation.
Enter your Password and select OK. A message displays asking if you would like to update the reservation with the new payment method. To print a receipt for the deposit, select Print Receipt. Presented in a calendar Scheduler format, the Facility Scheduler provides you with a visual reference for the frequency of the facility tasks i. The dates marked with blue represent dates on which there can be a scheduled housekeeping task assigned.
You can also access details by double-clicking in the middle of any date box. Fixed Charges Fixed charges allow charges to post automatically in each reservation through the Night Audit process along with room and tax. Examples of Fixed Charges that post every night are rollaway beds and parking charges. To add Fixed Charges to reservations or in-house guests, follow the steps below: 1.
From the Options menu, select Fixed Charges. Choose the frequency to post the fixed charge i. Once, Daily, Weekly, etc. If the fixed charge does not apply to all nights of the guest stay, enter a Begin Date and End Date for the charge. If the fixed charge only applies once, enter the Date. Click the drop down arrow next to the Trn. Code field. Search for and highlight the appropriate Transaction Code to post. Select OK. Enter the price for the fixed charge in the Amount field.
Enter the quantity of the fixed charge in the Quantity field i. Enter a Supplement to describe the purpose of the fixed charge i. Select OK to save and exit. History To view past reservation history on the profile associated with this reservation, select the History option.
Housekeeping The Housekeeping option allows guest preferences on turndown service or requests service times for room service. To request turndown service for a guest at a particular time with special instructions, follow these steps below: 1. From the Options menu, select Housekeeping. Check the box next to the Turndown field. Type any additional instructions for Housekeeping in the Room Instructions field. NOTE: Turndown entries are not visible on the usual task sheets; however, they are visible when printing task sheets from the turndown menu in Housekeeping.
Locators Locators allow the Front Desk to determine the location of an in-house guest at any time during their stay. One advantage to this feature is that if the guest receives a call while not in their room but in some other location in the hotel , the PBX Operator can see the locator lamp indicated on their room number. The operator may then transfer the call to that facility i.
To attach a Locator to an in-house guest reservation, follow the steps below: 1. From the Options menu, select Locator. Enter the Begin Date and End Date for the location change.
Enter the From Time and To Time for the location change. Select OK to save the Locator. Use the steps below to create a message: 1. From the Options menu, select Messages. Any existing messages for the incoming guest list here. Select New to create a new message. Enter the message in the white text box. Select OK to send the message. To print the message for the guests to hand deliver, select Print.
NOTE: Depending on the telephone system at your hotel, a message lamp may active on the guest room telephone if the guest is already in-house. In addition, depending on the television interface, the message might display on the TV screen in the room. This feature is useful in determining the contents of a package a guest reserved. In addition, if package elements exist on a reservation with allowances or advanced package features i.
Restaurant Charges or Gift Shop Allowances , this display shows real-time charges consumed that post through interfaces and any shortages or overages on the package. Party The Party option has several useful features to connect guests that wish to identify themselves as a group without a formal group contract.
This feature allows you to add guests to a party, split multi-room reservations into individual reservations within the party, as well as detaching guests from a party. To split a multi-room reservation into separate reservations for a party follow the steps below: 1. From the Options menus, select Party. Select Split to divide the highlighted reservation and create one additional reservation attached to this party.
You may repeat the split action until all rooms in the original reservation split into individuals. Select Split All to divide the highlighted reservation and create one additional reservation for every room attached to the original reservation.
For example, if the highlighted reservation is for 3 rooms, this divides the reservation into 3 separate reservations.
From the Options menu, select Party. Select Add to Party. Search for and highlight the existing reservation you would like to add to this party and select OK. The reservation now belongs to the party. To detach a reservation from an existing party, follow the steps bellows: 1. Highlight the reservation you wish to remove from the party, and select Detach. The reservation no longer belongs to the existing party. To change the party a reservation belongs to from one party to another , follow the steps below: 1.
Highlight the reservation you wish to change parties, and select Chg. Search for and select the primary reservation that you wish to change the association to and select OK. The reservation now belongs to another party. Checking or un-checking any of the privilege options changes the guests authority for certain in-house services.
Whether or not video check out is allowed for the guest may depend on whether the guest has provided a credit card method of payment and whether property policy permits.
The actual folio upon departure could greatly differ from the pro forma folio. Folio Style allows you to select the style in which you wish to print and display the selected folio. Preview displays the selected folio on screen. Once the folio displays, you may print the folio from the preview screen. Print prints the selected folio.
File generates a PDF file that you can display to the screen or save locally or to the network drive. When a guest with a reservation arrives, and there are no rooms clean or inspected to check them in, this feature prioritizes handling those arrivals.
Reservations placed on queue can be pre-assigned to a room number, or may be queued with no room assignment. To place a reservation on queue, follow the steps below: 1. From the Options menu, select Queue. Select OK to save the reservation into the queue. NOTE: A message displays indicating the reservation is in queue and at what priority i. Rate Info The Rate Info option displays all room rates and a package summary, including taxes, for each night of the guest stay. This is particularly useful when guests have rate changes during their stay.
Register Card The Register Card feature pre-prints a registration card for the reservation. In addition, if the original registration card becomes lost or missing, it is useful to generate a new registration card. This is only available from the Front Desk when a guest already occupies a room. Follow the steps below to room move a reservation: 1. From the Options menu, select Room Move. Click the drop down arrow next to the Move to Room field. Locate a room for the guest using any search criteria.
Highlight the desired room and select OK. Select OK with the new room number selected to save changes. Select the appropriate room status. Routing applies to reservations at any time before or after arrival. There are 2 types of charge routing. Room routing automatically routes charges to a different guest room and folio. From the Options menu, select Routing. Select the Window radio button at the top of the screen. Choose either the Entire Stay or the Other Dates radio button in the center of the screen.
The guest name displays in the Name field. If the charges belong to that guest, leave the default name. If the charges belong to another name i. Company profile with an AR number for direct billing, click the drop down arrow next to the Name field. Click the drop down arrow next to the Transactions field. Select Add to move the transactions to the bottom of the screen and select OK to exit. Select OK to exit. Click the drop down arrow next to the Window field to indicate the folio window to route charges.
Select Close to exit Routing. Select the Room radio button at the top of the screen. Click the drop down arrow next to the Route to Room field.
Search for the room to route charges to using the Name or Room fields in the search criteria. Select either individual transactions or pre-defined routing codes to route as learned in the first part of this section. NOTE: If you setup Routing on folios or guest rooms after charges have already posted to the master folio, those charges do not automatically move or refresh to the new instructions.
You must manually mark each charge on the folio and transfer them, as necessary, to the appropriate folios. From the Options menu, select Shares. Select Combine. Select the Reservation radio button at the top of the screen. Click the drop down arrow next to the Name field. Search for the existing reservation by Name or Room and select OK. Select the Profile radio button at the top of the screen.
Update the number of Adults and Children. If the second guest is to use a different form of payment than the first, update the Payment, Credit Card No. Date fields. This assigns a zero rate to every other share on the reservation. Select OK to save the share and return to the reservation. To split an existing share, follow the steps below: 1. Highlight the primary reservation and select Break Shr. This function splits the one, shared reservation into two separate reservations and generates a new confirmation number for the broken share.
Traces assist the hotel in taking actions on a special guest requests. Follow these steps to enter a trace on a reservation for a fellow employee: 1. From the Options menu, select Traces and New. Select the From Date and To Date for the trace to appear on reports. Click the drop down arrow next to the Dept Code field to choose the department s to send the trace.
Select one of the pre-defined Trace Texts, if applicable, by clicking on the ellipsis box on the right side of the screen. Type any additional trace information in the white Trace Text box, if necessary. To resolve a Trace sent by another department, follow the steps below: 1. From the Options menu, select Traces.
To resolve a particular trace, highlight the applicable trace and select Resolve. To resolve all traces on a reservation, select the All option to mark all traces and then select Resolve. Extensive search criteria help you locate the ticket numbers for baggage and parcels for arriving guests from the valet or bell stand. In addition, you can create and edit tickets, associate or un-associate reservations with tickets, and access reservation details and options.
It is un attached from the reservation if it was attached to a reservation and is no longer accessed via search. Waitlist The Waitlist option allows you to place a reservation into a waitlist status in the event that no rooms are available at the hotel. In the Room Plan, all in-house and pre-blocked rooms display in a calendar function to view a week at a time. Use this feature to move pre- blocked reservations to arrive in rooms expected to depart. To use the Room Plan to pre-block arriving reservations, follow the steps below: 1.
From the main menu, select Reservation and Room Plan. Alternately, highlight an existing guest reservation and choose Edit to update the reservation. The arrival date must be the current date.
To move pre-blocked reservations from one room assignment to another, simply search for the existing reservation, and using your mouse, click and drag the reservation to the desired room number.
Floor Plan The Floor Plan feature is a visual display of all rooms in the hotel in relation to each other, floor by floor. You may also view the current Housekeeping status of every room i. To view the Floor Plan, follow the steps below: 1. From the main menu, select Reservations and Floor Plan.
Highlight the desired floor and select View. The Housekeeping and Front Office statuses of the rooms on the selected floor appear in a legend at the bottom of the screen. The rooms within the display reflect the colors associated with each status. Double clicking on any room with an Occupied or Expected Arrival displays the reservation. Batch Confirmation Letters can be printed, faxed, or emailed immediately upon making a reservation, as seen earlier in this chapter.
Alternatively, a hotel can Confirmations choose to pre-set confirmation letters for batch printing later. We covered Individual confirmation letter printing earlier in Reservations Options. In this section, we explain the batch confirmation function. To print batch confirmations, follow the steps below: 1. From the main menu, select Reservations and Confirmation. To see only those reservations with confirmation letters pending, it is important to check the box in the center of the screen labeled Pending Only.
This displays all confirmation letters marked for batch sending. Once marked, select Send and all confirmation letters print. All selected printed confirmation letters unmark for printing. Once marked, select Send. All confirmation letters fax to their attached fax numbers.
A working fax interface is required for this feature. All selected fax confirmation letters are unmarked. All confirmation letters email to their attached email addresses. A working email interface is required for this feature. All selected email confirmation letters are unmarked. See the Reservations Options section for a detailed explanation on using this screen. Once all confirmation letters to send are marked, select Send to produce or deliver the letters.
To move from month to month, select the month you desire at the top of the calendar. This screen most often displays overall hotel availability for weeks at a time, and furnishes information about events and sells strategies for the hotel. You can search for incoming guests via a number of customizable for Arrivals criteria, check them in, or perform a walk in.
To search for arriving guests, follow the steps below: 1. From the main menu, select Front Desk. Select Arrivals. The top portion of the screen provides a variety of fields to narrow your search for the arriving guest. The bottom portion of the screen displays reservations and search results in the grid.
Enter the search information into the appropriate fields. Select Advanced to produce more search options. Use the Clear feature to remove all search options and begin a new search. Select Search to display results. You can cancel an expected reservation if the guest has not made a deposit to guarantee the reservation, if the reservation is a duplicate, or if the guest informed the property that they would not arrive.
Canceling a reservation releases the room back to availability. NOTE: If the guest has made a deposit, you cannot cancel the reservation with this option. You must refund a deposit through the Cashiering module. Card prints a registration card for the highlighted guest. The default registration card is automatically selected. If no default card exists, the Registration Card screen prompts the user to select a registration card from the Registration Cards reports group.
From the main menu, select Front Desk and Arrivals. Search for and highlight the arriving guest. Otherwise, select Check In. If no rooms are available, the Room field is blank. To change the room number assigned, or to search for an alternate room, click the drop down arrow next to the Room field.
Search for and highlight an available room clean or inspected , and select OK to return. Whether the presented method of payment is the same or needs to change, swipe the credit card at this point for accuracy purposes. If the card is not available to swipe, manually enter the card or payment details.
Click the drop down arrow next to the Method of Payment field to select the form of payment. Alternately, if there are multiple forms of payment i. Enter the Credit Card No. Answer Yes or No to print the registration card. A message displays confirmation the successful check in. Select OK to complete.
Select Walk In. Complete the Rate Query screen and select OK. Complete all fields as outlined in the Reservations chapter of this manual.
Select OK to save the check in. Answer Yes. Confirm the payment information or change it as needed. Remember to swipe the credit card if applicable. A message displays asking to print a registration card. Answer Yes or No to print a registration card. A message displays to confirm the successfully check-in. Reservations put on queue go into a priority list for Arrival into Housekeeping to attend to first.
Coordinated Front Desk and Housekeeping Queue operations help to better service guests and prioritize assigning them clean rooms upon arrival. A reservation does not necessarily have to have a room number assigned to be in the queue.
You may place a room reservation on queue without pre-assigning a room number. To place an arriving reservation into the Queue, follow the steps below: 1. Once you locate the guest reservation, highlight the record and select Options. Select Queue. A message prompts to place the reservation on Queue. From the main menu, select Front Desk and Queue Reservations. Reservations already placed in queue display on this screen in priority order.
Click on any column header to resort the display. Note the Q-Time and Room Status columns. If a reservation is ready to check-in and the room is available, highlight the reservation and select Check In. Continue the process to check in the reservation as outlined earlier in this chapter.
To alter a reservations place in the queue, highlight the record and select Priority to move the reservation to the top of the queue. To search for an in-house guest, follow the steps below: 1.
Enter in the desired search information i. Name, Room No. Select Advanced for additional search criteria options. Select Search. For example, when a guest wishes to extend their stay, editing the in- House Guest house record is required. Records To modify an in-house guest reservation, follow the steps below: 1.
Enter search criteria i. Highlight the record and either double-click it or select Edit. Make any applicable modifications to the in-house record and select OK to save changes. For example, if you accidentally checked in an Check-In incorrect reservation, it may be necessary to cancel that check-in.
NOTE: Canceling a check in can only happen on the day of arrival while no charges exist on the guest folio. In addition, canceling a check-in does NOT cancel the reservation — the record only returns to a Due-In status. To cancel a checked in reservation, follow the steps below: 1. Highlight the incorrectly checked in reservation record. A message displays asking if you would like to block the room. Answer Yes to leave the room number pre-blocked on the arriving reservation. Answer No to return the reservation to a due-in status, without having a room number pre-assigned.
Posting Masters Posting commonly exist for Banquet charges and internal financial purposes. To use the Accounts function, follow the steps below: 1. From the main menu, select Front Desk and Accounts. Enter the profile Name used to create the posting master or the last name of a guest.
Enter the First Name of the guest if the PM is for an individual rather than a company or group. If this is the case, select the room type that best serves the intended purpose of the reservation. For example, if creating the reservation for a Banquet Charge, the hotel may have a room type called PB Posting Banquets.
Most PM room numbers are in the series i. Enter the Rate Code defined by your hotel for PM accounts i. Enter the Market Code defined by your hotel for PM accounts i. Enter the appropriate Source Doe defined by your hotel for PM accounts i. Select OK to complete the account. If the Date From date for the Posting Master is the current business date, a message displays asking if you would like to check in the guest. Room The Room Assignment feature offers a variety of useful functions, allowing you to easily pre-block rooms for your arriving guests and speed up the check in Assignment process at the desk when working with large group check ins.
If there are a large — Individual number of special room type requests or VIP arrivals, pre-blocking rooms can help eliminate last minute rushing to prepare rooms for their arrival. From the main menu, select Front Desk and Room Assignment. NOTE: This screen only displays reservations that do not have a room number assigned.
Enter the search criteria desired for the arriving guests to pre-block. Highlight the individual reservation you wish to pre-block and select Assign. Highlight the desired room number and select OK. The reservation pre-assigns to a room and removes from the display.
Select the Auto option. Searching for the reservations prior to selecting Auto is strongly encouraged. Choose the Assign radio button at the top of the screen. To assign certain room types or specific features i. King Non-Smoking, 3rd Floor, etc. Room Type, Smoking, Floor, etc. To vary the Housekeeping statuses in the assignment process, select the check boxes to the right of the screen for Dirty Rooms, Clean Rooms, and Inspected Rooms.
When completed entering information, select Start. As the system automatically assigns a room to each reservation, the in the Status section of the screen shows the room number assigned to each.
After completing the automatic room assignment, the display counts the rooms assigned and unassigned. NOTE: If reservations fail to assign during this process, change the selection criteria and attempt the automatic assignment again.
Select the Advanced search option and place a check mark in the Include Assigned Res. Search for the reservation s to unassign rooms and highlight the desired record. Select Unassign. To remove a range of reservations with pre-blocked rooms, follow the steps below: 1. Search for existing pre-assigned reservations using steps above. At the top of the screen, select the Unassign radio button.
Input any search criteria to narrow the reservations affected i. Group, Arrival Date, etc. All rooms that meet the criteria are no longer pre-blocked.
The database retains messages in the system until you delete it or until the End of Day sequence Night Audit following the recipient guest's check out. Typically, when leaving a message for an individual, the Reservations Options is the most practical place to manage the message for the guest. When managing messages for multiple guests, the function within the Front Desk menu allows extended capabilities. From the main menu, select Front Desk and Messages.
Input the Name or Room of the party to receive the message s and select Search. Select OK to deliver the message. Search for and highlight the guest with a message to edit. Highlight the message to alter and select Edit.
Make any necessary changes to the caller information or message text. If you sent this message to more than one guest, a message prompts you to save the change for the current guest only or for all guests who received this message. Select This Guest or All Guests, as appropriate. This prevents accidentally delivering the same message to guests more than once.
To deliver a message to a guest and mark the message received, follow the steps below: 1. Select Front Desk and Messages. Search for the party to receive the message s. Highlight the message and select Receive to indicate that you have given the message to the guest. Follow the steps below to view existing traces for your department: 1. From the main menu, select Front Desk and Traces. Click the drop down arrow next to the Department field in the search criteria and choose your department i.
Front Desk, Reservations, Housekeeping, etc. Ensure the check box next to Unresolved is active to only few traces that require action. Traces for your department display in the results grid. To view details or modify on an individual trace, select Edit.
Make any applicable modifications and select OK to save changes. Locate any traces for your department as outlined in the previous section. Highlight the trace that has a completed action, and select Resolve.
To resolve all department traces, select All and then Resolve. Wake Up The Wake-Up Calls function allows you to set, view, and delete wake up calls for rooms, guests within a room, or room blocks.
If no active PBX interface functionality exists, it is possible to use this feature to log manual wake up requests for reporting. To create new wake-up call and manage the call log, follow the steps below: 1. From the main menu, select Front Desk and select Wake-up Calls. To select to set wake up calls for an entire group, click the drop down arrow next to the Block field and select the appropriate group.
Enter any Notes regarding the call request. NOTE: You may set up individual wake-up calls for guests sharing the same room, whether or not they have individual phone extensions. You may select the sharers individually to set up separate wake-up calls. This feature marks the actual time the PBX Operator delivered the wake-up call. Debits and Credits are Credits key aspects of transactions you post as a Cashier. Restaurant Dinner. In most cases, credits are payments posted when a guest checks out.
For financial accountability and security, OPERA requires you to login each time you make a financial transaction. Passwords for cashier logins are the same as your user password when you log into the system. Each user also has a unique Cashier ID attached to their user name that tracks all financial transactions posted by the user. Having these security features requires each user to be accountable for all postings and payments performed on a given business date and helps prevent fraudulent financial activity in the system.
Guests may have up to eight folio windows, which you can view, print, or use to bill them separately. Multiple folios are required when closing charges to Direct Bill. To open and navigate multiple folio windows, follow the steps below: 1. From the main menu, select Cashiering. Select Billing. Enter your Password select Login.
Search for and highlight the guest whose folio you wish to display and choose Select. Right click with the mouse to open a menu of options. Select New Window near the bottom of the list.
Another folio window appears to the right of Folio 1. Repeat this process up to a maximum of eight 8 folio windows. Employees can move postings from one folio window to another by dragging and dropping the transaction with the mouse. To perform this, click on the charge to move with the mouse, hold and drag the charge to the 2nd window, and release the mouse to drop the charge.
Posting a From time to time, it is necessary to post charges manually to a guest folio. Charges posted directly by a user require accessing the folio. To manually post a charge to a guest folio, follow the steps below: 1. From the main menu, select Cashiering and Billing. Search for and highlight the desired guest room. Choose Select to open the folio.
The transaction description populates in the Description field. Enter dollar Amount of the posting. Enter the Qty Quantity to post multiple transactions at the same price. If a guest receives 30 photocopies at. Select the folio Win Window to post the transaction. The default window for all postings is the first folio window. Select from a list of Arr.
Code Arrangement Codes if the charge description should group by charge type i. Restaurant Charges. This is only for transactions of the same nature to display on the folio with a generic name. Enter the Check No. Use the Supplement and Reference fields to enter an explanation of the charge. These fields may print on the guest folio, so be certain to limit explanations to text appropriate for the guest to view.
Select Post to post the charge. Continue this process to post charges until complete. Once all charges post, select Close. The posted charges now display on the folio. Transfer Follow the steps below to transfer a charge from one room to another: Charges 1. Search for, highlight the desired guest room, and choose Select. Highlight the charge s to transfer and right-click the mouse. Select Transfer Transaction. Verify the transfer information and select Transfer.
Highlight the charge s to transfer and right click the mouse. Select Transfer to Window and choose the Window number. The folio window displays with the charges transferred. NOTE: You may also transfer charges from one folio window to another by dragging and dropping the charge across windows. Posting Payments apply a credit or payment to an in-house guest room.
OPERA automatically defaults to the payment method assigned to the particular window if Payments multiple payment types exist or defaults to the one on the reservation as well as the total amount due on the folio. Follow the steps below to make a Payment: 1. Select Payment. If the payment type differs from that of the reservation, click the drop down arrow next to the Payment Code field.
Highlight the desired payment type and select OK. Enter the payment amount in the Amount field. This field defaults to the folio balance. If the guest pays by credit card, type the card number and expiration date in the Credit Card No.
Date fields 7. Enter a Reference note for the payment and select Post. NOTE: The payment now displays on the guest folio, and the folio balance reduces by the payment amount. Preview, Folio displays the guest folio in printed format on the screen. From here, you may either print the folio; review on the screen display, or save a copy to file on Print, and your computer for accuracy of the bill.
File a Folio To preview a folio to the screen, follow the steps below: 1. Select Folio to view the folio. Enter the From Date and To Date for charges to view. This is helpful if the guest is in house for a long period and wants to view charges from a portion of the stay. Folio styles print guest bills in different formats for both in- house guests and when printing folios from Folio History.
Select Preview, Print, or File. Either the folio appears on the screen in an Adobe Acrobat PDF window for viewing, prints to the workstation printer, or a Windows dialogue box displays to save the folio to file. Most commonly, two guests staying in the same room prefer to split their room Charge charges and offer different forms of payment. Follow the steps below to Split a charge: 1. Highlight the desired charge, right-click and select Split.
Select the radio button to split the charge by an Amount or Percentage. Enter the Amount to split or Percentage to split either an amount or percentage.
The charge splits into two separate postings on the folio. From this point, one or both charges can transfer to another folio or another room. OPERA automatically adjusts the charge to the correct adjustment Charge transaction code and appears as a second line item on the guest folio.
The guest disputes the charge, and you adjust it off the folio. Follow these steps to adjust a charge of any kind while the guest is still in house: 1. Highlight the charge to adjust and right click the mouse. Select Adjust Transaction.
Choose Adjust Selected Postings. This only adjusts the highlighted posting. Select either the Amount or Percentage radio button, and enter the value of the adjustment in the white text field. Click the drop down arrow next to Reason Code and select a reason for the adjustment. Enter any addition information in the Reason Text field. Select OK to complete and OK to the charge-adjusted message. Interface or Follow the steps below to adjust an interface or automatic posting: Night Audit 1.
From the guest folio, select Post. Choose the Win Window the adjustment applies to and enter a reason for the negative posting in the Supplement field. Select Post. NOTE: Since interface and automatic charges must adjust manually, these transactions appear as separate line items on the folio. A correction only applies if the posting occurred in the same business day and Edit a posted manually to the folio. To correct or edit a charge, follow the steps below: 1.
Highlight the charge to correct and either double-click the charge or select Edit. Correct the value of the posting in the Price field and select OK to save changes. NOTE: Since the correction is on the same business date, and by the same user, there is no additional line item on the folio.
The corrected charge displays on the guest folio, as it should. However, transaction details log in Posting History. Whether your hotel considers these guest Refunds refunds or paid outs, handle the debit posting to the folio in the same manner. The postings must happen directly to the guest folio to reconcile the folio balance to zero. From a guest folio with a credit balance, follow the steps below to issue a paid out or guest refund: 1.
Enter the Amount to refund and select Post. Select Close to return to the guest folio. Notice the zero folio balance. Selecting Options from any guest folio displays the following screen: Credit Cards The Credit Cards option allows the same features on credit cards as In-House Guests found in the Front Desk chapter of this manual.
Follow the steps below to access Credit Cards for authorizations: 1. Select Options from 3. To obtain additional authorization for the credit card on file, select Authorization. To view a history of all authorization requests for the credit card on file, select Authorization History.
It is possible for the system to post those charges during the night audit along with Charges room and tax. Follow the steps below to set up a Fixed Charge: 1.
Select Fixed Charges. Package Many hotels offer packages for guests that may include breakfast or dinner with the room rate. Typically, a dollar amount is set aside for a meal. Sometimes a Options guest consumes more than the package allows.
In this case, it is helpful to see how much of a package has been consumed if a guest is questioning charges on their folio. Follow the steps below to see the package elements for a room: 1. Select Package Options. This screen displays the amount allocated for a package element as well as the amount of that element consumed by the guest.
This is helpful in explaining why the guest might have an overage charge on the folio. NOTE: If an overage amount exists, it displays on the guest folio, and the reference field notes the overage.
In the event of a guest dispute or question about a Details phone call, this option is particularly useful. As phone calls post to the guest folio through the interface program, details log in this window. Follow the steps below to see Phone Details for a guest: 1. Select Phone Details. Charges automatically appear in Posting History when the charge History applies to the folio.
Whenever you correct, split, or adjust a charge, a record appears in posting history as well. Follow the steps below to view transaction Posting History: 1. Select Posting History. The Rate Code that exists on the reservation defaults, Code however, the posting screen allows the user to change the Rate Code posted. Use this feature to post room and tax on a folio for a rate plan different from the reserved one. To post a manual room and tax charge, follow the steps below: 1. Select Post Rate Code.
Click the drop down arrow next to the Rate Code field if the rate to post is different that the reserved rate. Search for and highlight the appropriate Rate Code, and select OK. Select the Win. Window to apply the charge to and select Post. Select Close to return to the folio and notice the manual room and tax posting on the folio. NOTE: Post Rate Code does not affect the normal room and tax postings generated by the audit process, nor does it trigger automatic postings such as Fixed Charges.
Also, be careful when using this feature since the posted rate might differ from the reservation and alter Market Statistics for this business date. Follow the steps below to access the charge Routing option: 1.
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