Adding Charges and Payments

After Reservation details are entered, additional charges for this guest can be calculated and printed by clicking on the Bill button in the Reservation screen. The billing information for the selected reservation is displayed as shown below.

Note: Items have to be added to the Inventory screen before they can be charged.

1. The Invoice Number is automatically generated.

2. The current date is displayed by default. (This date can be modified.)

To Add Charges

1. Click on Add Charge button.

2. Select Item Name from the list box provided. The items that are listed here are added in the Inventory screen.

3. Based on the item name selected from the list box, the Description is automatically displayed.

4. Enter Quantity.

5. Based on the quantity entered, the Amount, Tax and Total Amount are automatically calculated. The prices calculated here are based on price and tax rates entered in the Inventory screen.

6. Click on Save button.

7. The charge gets added to the list of charges and payments in the table in the lower portion of the screen.

Note: The lodging charges for the rooms reserved by the guest are automatically added based on the entries in the reservation screen.

To Add Payments

1. Click on Add Pay button.

2. If you purchased Swipe Card module, then just click on the Swipe Card Interface icon. The Swipe Card input dialog appears. Swipe Credit Card to enter credit card details of the guest.

3. Select the Type of Payment from the list box provided. If the payment is in the form of a Gift Certificate, then select Gift Certificate from the list.

4. If the type of payment is credit card, select name of the Credit Card Type from the list box provided.

5. If the type of payment is check or credit card, enter the Credit/Check Number.

6. Enter Card Exp. Date if the type of payment is Credit Card.

7. Enter the Total Amount that is being paid.

8. Click on the Save button.

9. The payment gets added to charges and payments found in the lower portion of the screen.

Issue refunds:

1. In the Bill screen, click on the Add Pay button.

2. Select Refund as the Type of Payment.

3. Enter the Total Amount that you want to refund and click on the Save button.

Remove Charges and Payments:

1. Select the charge or payment that you want to delete by clicking on the item, found in the table in the lower portion of the screen.

2. When the item is selected in the table, the appropriate text boxes are populated in the upper portion of the screen.

3. Then click on the Delete button.

4. A message box "Are you sure you want to delete this record" appears. Click on "Yes" if you are sure you want to delete this room. Click on "No" if you do not want to delete this room.

Print a Bill:

1. Click on the Print Bill button.

2. The print preview for the bill is displayed.

3. If all the charges and payments are correct, click on the Print Bill button.

4. Click on the Close button to exit the screen.

Exit Charges screen:

Click on the Close button to go back to the Reservation screen. The total charge and payment details that were calculated in this screen are automatically reflected in the reservation screen.

Print Bill:

Bills can be printed only after you have entered the Guest Information and Reservation details. Use the billing screen when guests have completed their stay at your property. You can access the Print screen by clicking on the Print button in the Reservation screen. The billing screen is displayed as shown below.

The Guest Information is automatically displayed. The Payment details are also displayed based on the details entered in the reservation screen. Click on the Print Bill button to print this bill. Click on the Close button to exit this screen.