Stayntouch PMS Completing A Guest Check-Out
We have three departures scheduled for today. Each is a slightly different scenario, and we will check out each, one-by-one, starting with James.
Coming out of here, we will proceed with the check-out from the stay card.
Press the CHECK OUT button on the guest's stay card.
Click REVIEW BILL 1 AND COMPLETE CHECK-OUT to proceed with guest check-out.
Before we move from this screen, note that by default, Bill #1, and only Bill #1, will have the option to automatically EMAIL BILL TO GUEST EMAIL checked off.
Select MANUAL input should you wish to use the credit card payment already on file.
Click the MAKE PAYMENT button to apply the transaction.
The system will now ask us if we want to stay on this guest bill or GO TO DASHBOARD.
Now we see the updated status of remaining departures on the Dashboard.
Let's continue through and select the next guest, Victor.
We can see that Victor has a company attached to his reservation due to the missing spyglass on the company card on the top right of our screen. We can also see that some kind of billing instruction is being used on this reservation.
Lastly, any associated entity, such as a company, travel agent, or group, will be listed in the ASSOCIATED WITH area.
Let's select CHECK OUT to continue.
As there are no incidental charges for the guest on Bill #1, click the REVIEW BILL 1 AND CONTINUE button at the bottom of the screen, to move to Bill #2.
This bill has an associated payment method of DIRECT BILL. This means we will be moving these charges to the Accounts Receivable module for later payment by the company. Let's click the REVIEW BILL 2 AND COMPLETE CHECK-OUT button at the bottom of the screen to send these charges to Accounts Receivable.
Click the GO TO DASHBOARD button in the popup window.
Now we only have one departure left to check out.
For this example, Julia has booked through Expedia, on a rate where Expedia is paying for the room cost with a virtual credit card.
As this rate code is flagged as suppressed, we will need to select SR VIEW RATE to expose this before going into the check-out if we want to see the amounts.
Now we can proceed with our check-out.
To do this, we will select REVIEW BILL 1 AND CONTINUE. As a reminder Bill #1, will email the guest their invoice automatically, so long as an email is on file.
Always look for the card with a green check mark to make sure you are picking the correct card for that bill number.
With the payment applied, we can CLOSE.
And, again, select our button on the bottom right, to proceed to our next bill number.
This payment will also be made by the card on file.
In this case, this is our virtual card.
You may have noticed we have an unsettled check-out in our CHECKED OUT (WITH BALANCE) tile. Let's look at this and attempt to clear it out.
As a reminder, an authorized user can check out a reservation without settling it. When this happens, as has happened here with the reservation for Chris, the record will show in this list until it is settled to a zero balance.
Back to Chris's "checked out with balance reservation," let's now select BILL & CHARGES to see what can be done.
Notice the credit card icon shows in red, indicating a credit card authorization was attempted on this card, but was declined.
Now that the updated card is on this bill, we can attempt to settle this to the new card. Select the green payment option to settle the bill.
Now that we have successfully settled the bill, we can close from this screen and verify it has been removed from the list.
So, what happens when a stayover guest needs to check out early? Let's do this now with our one stayover.
We can see that Priya is scheduled to depart Thursday, and today is Wednesday.
We can perform a check-out for a stayover following the same steps as a departure. First, we select CHECK OUT.
If we wish to charge Priya for tonight, this would be the time to do so using the ADD CHARGE option. In this case, however, we are allowing an early departure without penalty.
The system will give us a reminder that this guest is an early departure, in case we overlooked charging them.
And that is all we need to do to process an early check-out.
