Account Management
In this module is where you will be able to register the processes with the guest account, folios of various and the administration of the billing process among others:
Manual charges to guest accounts and folios of various.
Consult account statements.
Open credit to guest accounts.
Debiting and crediting accounts.
Split folios.
Create folios of extras.
Program folios for master accounts.
Give check out 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: Room: enter the room number and click on Search, you will enter the room account. Folio of Various: enter the miscellaneous folio and click on Search, you will enter directly to the folio. Guest: you can search for a guest's room by first or last name, in this case it will only show the matching rooms at the bottom of the screen, to enter the account you must click on the Pencil icon located to the left of the record. Agency: you can specify an agency or company; the system will show you all the rooms that the agency or company has. Group: you can also search for the room by the name of the group. |
Select 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 log in to a room account, you will see the following:
Window Name | Observations |
Room | In this window you will see the general information of the reservation: Guest: the name of the room holder. Arrival/Departure: indicates the check-in and check-out dates of the room. Cr: Indicates whether have credit or not. Limit: indicates the credit limit of the account. Balance: indicates the balance of the account at the moment of the consultation. You will notice that underneath there are two fields where the notes that are placed in the guest's 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. |
Invoice Concepts | This window will contain all the billing 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 information on how the associated taxes is generated is shown next to the name of the concept: The sign (+): indicates that the tax will be Broken down from the amount captured, i.e. the tax will be included in the amount of the charge. The sign (-): indicates that the tax will be added to the amount entered, i.e. the tax will NOT be included in the amount of the charge. The legend "From Components" applies to packages and means that the taxes of the concept will be calculated based on the taxes 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: Std: indicates that it is the standard folio. Cpts: indicates that it has configured concepts that can be charged in this folio. A folio can be configured without concepts, in this case the system will always ask where to charge, allowing to do it in any folio. Description: indicates the type of folio, it is the name that the user gives to each additional folio, the system creates the main one by default. This folio (Main) is the one with which the group rooms will be linked to the master room. Balance: Shows the balance in each of the open folios. Account: allows you to view and print the account statement of each folio. Payment: allows you to make credits or refunds to the account, when you click on this icon the Charge to Account window will appear and you will have the two options Credit (-) or Account (+). Invoice: this icon will allow us to check out the account, during the process it will ask for the payment method if the account has a balance and will allow us to select or change the invoicing data. There can be many extra or split 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 billed 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 form of payment (cash, credit card, etc.), register the form of payment 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 Return checkbox, you will notice that the sign changes, for returns 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 form of payment (cash, credit card, etc.), register the form of payment 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 billing 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 extra and at the end the principal 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 data 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.
Exit button: will exit the operation without making any changes.
Folios of Various
Folios can be created from Account Management, creating folios of extras or splitting 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 folio of various |
Create | Date Created |
Type* | Displays the category of the passenger/guest. Displays the information registered in Guest Type. |
Agency* | Displays which agency or company the passenger/guest belongs to. |
* This information can be modified in the Folios of Various application.
Related Articles
Room Management
To enter room control, you must go to Front Office → Room Management The room management is a query screen where you can see in real time: Occupied Rooms. Available Rooms. Rooms that were pre-assigned to reservations. Out of Service Rooms. Dirty Room ...Change Room
To enter go to Front Office → Reception → Change Room When the screen opens, you will see the following: In the Search window, you can indicate parameters to find the desired room, these can be: Room Last Name First Agency Group In case you know the ...Room Count
Room count is an online query of the hotel status at the time of the query (date and time) go to Front Office → Reception → Room Count. The Room Count query will be displayed: Column Description Room Type This column shows all room types. Occupied ...Blackout Dates Management
Novohit allows you to close the sale of any future night, to do this you must enter: Front Office → Sales → Blackout Dates Management The following screen will be displayed, which is explained below: Step 1: Filter to Determine Blackout Dates: Year: ...Frequent Customer
Before managing the Frequent Customer Management, you must perform the following configurations: Customer Level Types Benefits Offered by the Hotel Customer Level Types To perform this configuration, you must go to: Configurations → Front Office ...