Invoice Groups

Invoice management for groups

The Paymaster is the contact (in most cases a company) that is responsible for some, or all, of the group's reservation charges. In Hotels, the contact on the Group Reservation Card is the group’s paymaster. You can route charges to the group paymaster’s account via Routing Rule or via the Hotel Invoice Management page.

Deposits

There are several different methods to make a deposit in Hotels:

Via the POS
- On the #POS Panel, you can make deposits by pressing the Deposit button. You are then prompted for the amount to deposit. After entering the amount, select the payment method (Card or Cash) in the POS to post the deposit. It will be posted to the finance next time a a statement is posted.
Via the BackOffice
- If a deposit process takes place in BackOffice, the URL for a virtual POS needs to be set up in the Hotel Setup page. There you also need to select the POS terminal linked to the transactions of the virtual POS.

To settle an invoice on the POS

Select a reservation to open the Reservation Panel.
Press the Manage Invoices button to open the Split Bill Panel. The Split Bill Panel shows all payers that have been selected for the reservation and the corresponding charges.
Press the Pay button corresponding to the invoice that is due to be paid. This opens the #POS Panel.
From there, pick any of the payment methods to settle the invoice. Payment methods include: Cash, Card, Post to Account, and Post to Room.
Once paid, the system marks all selected lines as paid charges and the amount gets subtracted from the guest’s balance.

To create and settle an invoice in BackOffice

You can settle invoices in the BackOffice as well as on the POS:

Select a reservation to open the Hotel Reservation Card.
Click the Invoice Management action to open the Hotel Invoice Management Card.
Click Create Invoice, and select a customer from the Customer list for the new invoice.
Select Yes to create a new invoice and to open the Sales Invoice Card. Here you can manage and edit existing unpaid charges, add new lines, edit the sales header, and optimize the invoice details.
Note: There can be many invoices for each reservation, if there is more than one customer on the reservation.
When ready, click Posting, then Post, and finally Yes to post the invoice. Once posted, the system marks all posted lines as paid charges.

Discounts

There are three different methods to give customers discounts in Hotels:

Via the POS:
- On the #POS panel, each cell in the Discount % column is editable, and when you select it you are prompted with the option to specify the Discount % for the selected line.
Via Invoice Management:
- On the Hotel Invoice Management Card, the Discount % column is editable, and when you select it you are asked if you want to proceed giving the discount.
Via posting an invoice in the BackOffice:
- On the Hotel Invoice Management Card,you can create a new invoice and post it by clicking the Invoice action at the top of the card. From there you can edit each line before posting it, including its Discount % via the Line Discount % column.

Credit Invoice

If a reservation is settled with an incorrect payment type (or the rates were wrong), there is a way to void the transaction, but in order to get the charges back you have to do a Void and copy. Credit Invoice will only take back the payment done earlier:

Open the POS.
Select Transactions.
Select the relevant Transaction, and press Void – Select – Process return.
Finalize the balance with a payment type.

Void and copy

If a reservation is settled with an incorrect payment type (or the rates were wrong), there is a way to void the transaction, prepay and get room rates back on the reservation to invoice room rates again the right way:

Open the POS.
Select Transactions.
Select the relevant Transaction, and press Void and copy.
The Transaction is returned.
Now you see the room rates in Invoice Management on the reservation as they were before you settled the invoice.

Note: In the Hotel System the Void/Copy command works differently from the normal POS. It creates and posts a return transaction but does not create a copy of the transaction in the POS. The DRE lines are credited and new lines created so the status of the Hotel Reservation is the same as it was before the voided transaction.