Stayntouch PMS Posting, Adjusting, & Transferring Charges On A Guest Bill
We will start by pulling up our first bill.
Chris has called down to ask that his room charges, from room 501, be transferred to his primary room, which is room 103.
Next to the transactions on the bill, there is a checkbox you can select to initiate transferring that charge, along with its associated taxes.
In addition, if you need to transfer all charges, select the checkbox above this column.
From here, our next step is to select the orange transfer icon.
From the popup window, click the search field to find the guest or account you wish to move these charges to. Here, we have selected room 103. Please note, if there are multiple bill windows already present in the target bill, you can select the relevant one from the BILL dropdown option.
Now, we can finalize moving the charges to the other bill, by selecting the MOVE button.
The charges no longer show on this bill. Now, let's look up room 103 to see how the charges look there.
Next, we are going to look at how to correct a posting error, such that the guest does not see we made the error when reviewing their bill. In this case it looks like this posting ought to have been an amount of $150, as opposed to the $1500 we see.
Now, from the bill number dropdown, we can select bill #2. Notice the charge transfers right away.
Now we can proceed with fixing the charge. To start, select the purple pencil button.
All possible options for this popup are shown in this article, but please note, most users will be limited to SPLIT CHARGE and EDIT CHARGE. Because we still want the guest to pay for $150 from this amount, we will split the current charge into two separate amounts. Let's select SPLIT CHARGE to review this process.
This popup allows you to enter an amount or percentage to determine the two new charge amounts. It is important to note that splitting a charge does not affect revenue. The same amount is still due on the bill once a charge is divided in two. We will fix that in the next step, but for now let's enter $150 as our split amount. The two new resulting amounts will be previewed in the yellow area of the popup.
Switch between amount and percentage at the top right if ever needed.
Now, let's submit our split.
As we expected, we now see one charge, for $150 plus tax, and the second amount with tax below. As our first amount is the amount we want the guest to pay, let's move that back to the guest's bill, #1.
Now we are left with the remaining amount, which needs to be adjusted to prevent the guest from ever being charged, as well as to ensure our bill is clean and not confusing for any other team members. We will do this by, once again, selecting our purple pencil button.
This time we want to edit the selected charge.
A critical point to note in the EDIT CHARGE popup window is that we must enter the amount we want this charge to change to in the NEW AMOUNT field. The system will do the calculation for us. In this instance we have entered our new amount as zero, and our yellow preview shows us this will result in an adjustment of $1,350.
If enabled for your location, select an adjustment reason from the dropdown menu.
Type in a reference for the charge adjustment, so we know why it was made. If this were an adjustment the guest would see, we can decide if our reference should be printed on their invoice.
Click the CHANGE AMOUNT button to submit our change.
We now see this bill has a zero balance, thanks to the negative amount. On the guest's bill, bill #1, we can see the correct amount.
We will use the purple pencil button beside the room charge to pull up our options.
This time we want the full original amount to show on the bill with the adjustment, so we can go directly to EDIT CHARGE.
The manager has asked us to reduce the amount to $149.00. As we have adjustment reasons enabled and mandatory in this property, we will need to select an option from the list.
In this case, we want the reference to show to the guest, so we will select the checkbox to do so.
Now, let's learn how to add charges and adjustments using the ADD CHARGE button.
This charge screen will list some items defined as favorites by your Hotel Admin for easy selection without searching. These can be updated and maintained to suit the needs of the hotel. To use a charge code or item, simply select it on the left.
We can increase the quantity of "Soda" to 2 by clicking on the item a second time.
On the right, we can see the calculation along with the total amount to be posted. Taxes may be added if there are exclusive taxes on the charge code in use for this item. We can remove the increment, by clicking the back button.
Increase the quantity of "Soda" to 2 by clicking on the plus icon twice.
Click the delete button to remove an item from the Guest Bill.
If we select the PR button, which indicates price, we can override any configured default pricing for items. For example, perhaps this soda is for a staff member that has a discounted rate.
In this example though, we will increase the price for 1 unit to $5.
Enter a charge reference or description for the item on the Guest Bill.
Let's revert this to the initial amount.
Let's revert this to the initial amount.
To post an adjustment, we will ensure the amount to adjust is entered, followed by selecting the +/- button.
With the amount now showing as a negative, we are prompted to enter an adjustment reason.
Selecting the +/- button once more brings us back to a positive amount, and we will go ahead and post this now to the bill.
Now we see the soda and associated tax on the Guest Bill as the last record.
Click the ADVANCED BILL button in the navigation bar.
Select "Soda" from the favorites list in the modal.
Increase the quantity of "Soda" to 2 by clicking the plus button in the modal.
Press the zero button on the keypad to reset the quantity in the modal.
Enter the number 5 on the keypad to set the quantity to 5 in the modal.
Click the trash icon to remove an item from the list.
Click the Select Adjustment Reason dropdown to choose a reason for the adjustment.
Enter a charge reference in the REFERENCE & DESCRIPTION field.
Click the POST CHARGE button to apply the charge to the Guest Bill.
Click the printer icon to print the Guest Bill.
Click the purple pencil button to edit the charge.
Click the folder icon to move the charge to another bill.
In the modal popup, click on the dropdown menu to select the bill to move the charge to.
Click the MOVE button to confirm the charge transfer.
Click the purple pencil button to edit the newly moved charge.
Click the printer icon at the bottom right corner to print the Guest Bill.
Click the TO BILL dropdown menu in the MOVE CHARGES modal to select a different bill.
Click the MOVE button in the MOVE CHARGES modal to proceed with moving the charges.
Click the Bill #2 tab in the navigation bar to view the details of the second bill.
Click the printer icon at the bottom right corner to print the updated Guest Bill for Bill #2.
So far, we have seen the favorites in the ADD CHARGE SCREEN, but how do we access different items and charge codes? We can either use the dropdown list to select another category, such as taxes…
...or we can select to show all charge code and items in one list.
Alternatively, we can use the Search Items search box.
