Sales is a central part of your business. In many cases a guest’s reservation is made by an agent dealing with the reservations office. The pre-booked services are invoiced to the agent. When the guests arrive on site, they are likely to incur additional expenses for beverages, activities, etc. Charges for these onsite services are normally invoiced directly to the guest. In the case of a large party, guests may be individually responsible for their own onsite charges. So there can be multiple invoices associated with a single reservation.
It is also normal for the reservations office to be responsible for the initial invoice to the agent and for the property to be responsible for the direct invoices to the guests. If the property staff are working on a property server, the agent and guest invoices will automatically be separate and the system will not allow charges to be moved between the agent and the guest invoices. However, if the property users are working on the web server there is no automatic distinction and the responsibility lies with the system users to ensure that charges are posted to the correct invoice.
The recommended procedures for adding a charge to a guest’s account at the property is to:
When working at the lodge, adding Extras directly onto reservations from the Rooming Calendar is advised.
Watch the video tutorial for an overview of how to add Extras from the Rooming Calendar.
To add a Rooming Calendar Extra:
When you click on the ‘Invoice to’ search icon, Primary guests are displayed in bold type in the list of contact names displayed. To avoid the creation of more folios than are necessary, it is good practise for the guest who is expected to pay the account to be set as primary.
In the case of a large party, e.g. 10 guests on a single reservation, guests may be individually responsible for their own onsite charges. This means there can be multiple invoices associated with a single reservation. To enable separate charging of Extras, guest names would need to be saved for their details to appear on the ‘Invoice to’ option.
See the Manage folios tutorial for more details on how to split charges on bookings.
Many front-of-house staffers prefer using the Extras Quick Entry for adding Extras at the lodge as it’s easy and allows you to add multiple Extras to a single reservation quickly.
Watch the video tutorial for an overview of how to add Extras using the Quick Entry.
The Extras Quick Entry method is useful for lodges who prefer the ‘chit slip’ method of payment – where the guest signs a printed slip to confirm the charge. Once an Extra has been added to a reservation using the Quick Entry method, the user is navigated to a summary of the purchases. This page can be printed or emailed directly from the screen.
To make a sale through the POS system, simply use your POS terminal which communicates with ResRequest to identify the correct guest and room to be charged. The procedure for establishing which price list applies to the sale is dependent on which POS system is implemented. See the Point of Sales module for more information.
