Account Management
In this module is where you will be able to register the process with the guest account, folios of various and the administration of the invoicing process among others:
Manual charges to guest accounts and Folios of Various
Consult Account Statements
Open credit to guest accounts
Debiting and crediting accounts
Divide Folios
Create Folios of Various
Program Folios for master accounts
Give check out to guest accounts and Folios of Various
Invoice
Go to: Front Office → Reception Cashier → Account Management
In the initial screen you will find three windows:
Window Name | Observations |
Account Management | It is a search window that will allow you to access directly to the desired account, the account to be searched can be a room or a sheet of several:
|
Folios of Various | This window will display the open folios of various. |
Select Room | This window will show all the rooms that are in the house at the current date, you can take any of them by clicking on the Pencil icon. |
The aforementioned can be observed as follows:
When you click on a room account, you will see the following:
Window Name | Observations |
Room | In this window you will see the general information of the reservation:
You will notice that underneath there are two fields where the notes that are placed in the guest record (same notes from the reservation). In the last line you will indicate if the room belongs to a group and the master room or if it is the master room of a group. |
Invoicing Concepts | This window will contain all the invoicing concepts (previously defined by the hotel) with which you will be able to charge manually, these are shown sorted by groups or departments of concepts:
The legend "of Components" applies to packages and means that the tax of the concept will be calculated based on the tax of the components of the package. The legend "Breakdown" means that the concept has a fixed internal breakdown and therefore the taxes of the charge will be generated based on that breakdown. In all cases the tax calculation is performed automatically by the system. In case the concept you want to charge is not in the current page, you can go forward or backward with the navigation controls at the bottom of the concepts page. |
Folios | This window shows all the folios that the room has open, including their description and the current balance. This window shows the following:
There can be many various or divided account folios but there should always be only one standard folio among all the open folios in the room. This folio is marked in blue and must be the last folio to be issued when a room is checked out. When a folio is invoiced, it continues to appear as a reference and only its statement can be consulted or printed, in which case the invoice column shows the invoice number associated with the folio instead of the billing option. |
Credit to Guest Account
Once inside the room account select Payment from the Folios window.
The Charge to Account window will open, where you can enter the Amount:
By default, the system will place a minus sign (-) which must be left to make credits to account.
Once you have entered the amount of the Payment, click on Accept.
The system will ask in another window the payment method (cash, credit card, etc.), register the payment method and click on Save, you will return to the window where you must click on the Accept button and the Payment will be applied.
You will be able to see that the payment was charged to the account and to verify it click on the Account icon of the corresponding folio.
Refund of Guest Account
Once inside the room account select Payment from the Folios window.
The Charge to Account window will open, where you can enter the Amount:
You will have the option to make a refund by selecting the Refund checkbox, you will notice that the sign changes, for refunds it must always have a sign (+) or remain without a symbol.
Once the amount of the refund has been entered, click on the Accept button.
The system will ask in another window the payment method (cash, credit card, etc.), register the payment method and click on Save, you will return to the window where you will click again on Accept and the refund will be applied.
You will be able to see that the refund was recorded in the account and to verify it click on the Account icon of the corresponding folio.
Manual Charges
Once inside the room account, select the invoice item for which you want to make the manual charge.
The Charge to Account window will appear where you can enter the amount.
Click on the Accept button and the charge will be applied to the account, this can be verified in the balance or by opening the account statement.
Some charges will ask for additional information such as voucher number or telephone number in case of charges for telephone calls.
If you manually charge the invoicing concept "Room" the system will recognize this charge when running the audit and will not charge it again.
Room Check Out
Already within the room invoice when checking out you must:
Preferably give departure to Folios of Various and at the end the master folio.
If the account has a negative balance, the corresponding payment should be applied as explained above.
If the account has a credit balance, you must apply the corresponding refund as explained above.
When the account is already at zero click on the Invoice button:
If the account has a credit balance, you must apply the corresponding refund as explained above.
When the account is already at zero click on the Invoice button:
If the room does not have a check-out date at the time of invoicing, the system will send you a notice and give you the option to change the date.
Next, the window for invoicing will open, where you will have two options:
Check out with Invoice: The Invoice window will open where you can make changes to the invoicing information and you can request the invoice in Summary or Detail, it will ask for an email where the invoice will be sent.
In this window you can exit the invoicing process.
If the invoicing information is correct click on the Generate Electronic Invoice button.
At that moment the invoice will open in a window so you can save it in PDF or print it.
On the right side there is a button with the question "Correct Invoicing? if you press the YES button, the invoice will be sent by e-mail at that moment and the room will be released and the account will be closed.
On the right side there is a button with the question "Correct Invoicing? if you press the YES button, the invoice will be sent by e-mail at that moment and the room will be released and the account will be closed.
Check Out Without Invoice button: will allow you to check out the room without issuing an invoice.
Leave button: will exit the operation without making any changes.
Folios of Various
Folios can be created from Account Management, creating Folios of Various or Divide Folios or from the Folios of Various application.
In the Select Folio of Various section you have the following columns:
Column | Observations |
Sel | Pressing the icon accesses the selected Folio of Various, allowing activities such as: debits, credits, invoices, check out, etc. |
Folio | Number of folios of various |
Created | Date Created |
Guest Type* | |
Agency* | Displays which agency or company the guest belongs to. |
* This information can be modified in the Folios of Various application.
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