Stayntouch PMS Guest Bill
To view the Guest Bill, navigate to the stay card and click the BILL & CHARGES button.
VIEW RATE, ROOM TYPE & CHARGE DETAILS
From the Guest Bill screen, you can click on an individual date and then click the orange dropdown arrows to view rate and room type details for that date. This can be done for every date of the stay.
Furthermore, you can click on the PACKAGES, TAXES, and FOOD & BEVERAGE REVENUE buttons to see those expenses.
NEW BILL WINDOW
To add a new bill window, click the plus button to the right of the bill tab(s). This will open a new bill window where you can post charges, make payments, and so forth. You can also delete the bill window by clicking the red X button on the bill window tab.
ADD A CHARGE
To add a charge from the Guest Bill, click the ADD CHARGE button. From there, you can select a charge group from the dropdown menu. Here, we’ll select All Charge Groups and then Bottled Water.
Once you’ve selected an item, you can indicate a quantity by clicking the QTY button and then entering a number on the keypad.
You can even change the price of the item by clicking the PR button and then entering a price from the keypad.
If you’d like you can even move the item to a separate bill by clicking the POST CHARGE TO BILL # dropdown and selecting a bill.
Finally, you can add a REFERENCE & DESCRIPTION if desired, choose to SHOW REFERENCE ON GUEST INVOICE, and select POST CHARGE to post the charge to the bill.
MOVE A CHARGE
You can move a charge to another bill by clicking the checkbox to the right of the charge and then selecting the orange door button that appears.
You can then select which bill you want to move the charge to if you want to keep the charge with this particular guest.
If you want to move the charge to another room or account number, you can enter a ROOM/ACCOUNT NO. if desired.
You can also move the charge to another guest or account by entering a GUEST/ACCOUNT NAME.
Once you’ve selected where to move the charge, click the green MOVE button. You can then move to that bill, and you’ll see the charge has been moved.
BILL ROUTING
From the Guest Bill screen, you can also add bill routing by clicking the BILL ROUTING button. Upon doing so, you’ll be able to ADD ROUTES to the bill.
You’ll initially see the guest entity under ATTACHED ENTITIES, and you can add additional entities by searching an entity from the search bar. You can search by guest, company, or travel agent. Upon typing text in the search bar, you’ll first be shown RESERVATIONS; however, you can toggle over to ACCOUNTS & CARDS to attach a company, travel agent, or account. You can also choose to sort by A/R ACCOUNTS ONLY. Once you have selected an entity, it will appear under ENTITY, and you can choose a DATE RANGE, add a payment method, choose to SPLIT ALL CHARGES BY 50%, set a CREDIT LIMIT, or add a REFERENCE NUMBER.
On the right side of the Billing Information screen, you’ll notice the option to select a BILLING GROUP or CHARGE CODES to route to the entity.
You can even route charges to a bill by clicking the ROUTE TO BILL # dropdown.
Once you’ve set up your routing, click SAVE ROUTE. You’ll then see your route, and you can remove it if desired by clicking the red X button to the right of the route. Navigating back to the Guest Bill, you’ll notice a new tab for the routing.
ALLOWANCES
You can also access and set up allowances from the Guest Bill by clicking the orange ALLOWANCES button to the right of the BILL ROUTING button. You can view a full explanation of allowances here.
MAKE A PAYMENT
To pay the bill, you can click the PAY button, select a PAYMENT TYPE, enter an AMOUNT TO PAY, and add a REFERENCE if desired. You can even select which bill to pay by selecting a bill number from the PAY BILL # dropdown. Click MAKE PAYMENT to proceed.
To refund a guest, click the PAY button again, select a PAYMENT TYPE, enter a negative amount in the AMOUNT TO PAY field, and add a REFERENCE if desired. Once again, you can select which bill to pay by selecting a bill number from the PAY BILL # dropdown. Click REFUND to proceed.
EDIT CHARGES
The edit charges on the Guest Bill, click the purple pencil button next to the charge you’d like to edit. Users with the correct permission(s) will have the option to add a CUSTOM DESCRIPTION, REMOVE CHARGE, SPLIT CHARGE, or EDIT CHARGE with the purple pencil button.
Users may include an ADJUSTMENT REASON with the REMOVE CHARGE or EDIT CHARGE buttons, but not with the SPLIT CHARGE button.
To add a custom description to a charge, click the CUSTOM DESCRIPTION button, enter a NEW DESCRIPTION, and select SAVE NEW. Please note, this only impacts the Guest Bill and does not appear on the Journal.
If you choose to REMOVE CHARGE, you may opt to include a comment explaining why you are removing the charge from the bill. Select REMOVE CHARGE to proceed.
If you choose to SPLIT CHARGE, enter a split value and choose to split the charge by a percentage or currency amount. Then select SPLIT CHARGE to proceed.
If you select the EDIT CHARGE button, you can choose to edit the AMOUNT or CHARGE CODE. You can then enter a NEW AMOUNT, Select Adjustment Reason, add a REFERENCE, and choose to SHOW REFERENCE ON GUEST INVOICE. The NEW AMOUNT you enter refers to the value that you want to post on the bill as a room charge and is shown by adding another charge posting line with the difference. The original value will not be replaced, but instead, a new post will be added that reflects the increase or decrease in the room charge value. Once a new value has been entered, the future display will be shown as a preview in the yellow box at the bottom of the EDIT CHARGE window.
After posting the new value, a new line will be added to the Guest Bill that reflects the increase or decrease. Furthermore, a comment regarding the adjustment will be added to both charge postings.
EMAIL/PRINT INVOICE
To view the guest invoice, click the blue INVOICE BUTTON on the Guest Bill. This will allow you to enter an EMAIL to which to send the invoice, select a LANGUAGE the invoice should appear in, choose a BILL LAYOUT (where you can select an invoice type), and then choose to EMAIL or PRINT the invoice.
PRINT REGISTRATION CARD
If you wish to print the guest registration card, simply click the orange REGISTRATION CARD button, select a LANGUAGE, and then click PRINT.
SEPARATE PAYMENT METHOD FOR EACH BILL
You can also add a separate payment method for each open bill. The first bill window will default to the payment method currently being used on the reservation.
All of the following bill windows will allow you to select + ADD PAYMENT METHOD.
