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Operations Menu - Reservation - Charge Stay, Charge Until Check Out Date

This page describes the 'Charge Stay' and 'Charge Until Check Out Date' functions on the Operations menu in the Reservation record window. If you are using iOS or Android, the 'Charge Stay' and 'Charge Until Check Out Date' functions are on the Tools menu.

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The 'Charge Stay' and 'Charge Until Check Out Date' functions allow you to add the Room charge, the Package Items and the Repetitive Items to the Reservation Guest Account(s). The difference between the two functions is as follows:

• The 'Charge Stay' function will add charges up to the current date to the Guest Account(s) (up to the current date and time if the Room is being charged hourly). This allows you to build the Guest Account(s) periodically (usually daily), as charges from previous days will not be added again.
  

• The 'Charge Until Check Out Date' function will add all charges up to the Check Out Date to the Guest Account(s), even if the Check Out Date is in the future.

To use one of these functions in a Reservation, open the Reservation in a record window and select 'Charge Stay' or 'Charge Until Check Out Date' as necessary from the Operations or Tools menu. Charges will be added to the Guest Account(s) immediately. If you need to check, press the [Show Account] button in the header of the Reservation or go to the 'Other' card to make sure the Last Charge Date field has been updated. This field will have been updated to contain tomorrow's date (if you used 'Charge Stay') or the Check Out Date (if you used 'Charge Until Check Out Date').

If you are using the Work in Progress feature, it is recommended that you use the 'Charge Stay' function. This will ensure that the uninvoiced services that you have sold on a particular day (and previous days) will be recorded as work in progress in the Nominal Ledger. If you use the 'Charge Until Check Out Date' function before the Check Out Date, you risk including future sales in the work in progress posting.

If you need to run the 'Charge Stay' function for all Reservations in a batch, run the 'Nightly Maintenance' Maintenance function with the Charge Stay option selected. The Charge Stay option will add Room charges, Package Items and Repetitive Items to the Guest Account(s) as previously mentioned. Although the 'Nightly Maintenance' function has a separate Charge Repetitive Items option, you will usually not need to select it together with the Charge Stay option because Repetitive Items will then be added to the Guest Account(s) twice.

You can also run the 'Charge Stay' and 'Charge Until Check Out Date' functions from a Group Reservation, in which case they will be run for all Reservations in the Group.

If you have specified an Agent in a Reservation, the Room charge and the Package Items will be added to the Agent's Guest Account or the Customer's Guest Account as follows:

• If you have selected the Charge Reservations to Agent option on the 'Defaults' card in the Hotel Settings setting, the Room charge and the Package Items will be added to the Agent's Guest Account.
  

• If you have not selected the Charge Reservations to Agent option, the Room charge and the Package Items will be added to the Customer's Guest Account (if you have specified a Customer in the Reservation) or to the Guest Account of the first Guest listed on the 'Guest' card.

If you have not specified an Agent in a Reservation, the Room charge and the Package Items will be added to the Customer's Guest Account (if you have specified a Customer in the Reservation) or to the Guest Account of the first Guest listed on the 'Guest' card.

Repetitive Items will be added to the Guest Account that you specified when adding them to the Reservation.

If the 'Charge Stay' and 'Charge Until Check Out Date' functions do not update the Guest Account(s) from a Reservation when expected, the probable reason is that the Status of the Reservation is the Check Out Status specified on the 'Check In/Out' card in the Hotel Settings setting or the No Show Status specified on the 'Reservation Status' card in the same setting.

If the Charge Stay option in the 'Nightly Maintenance' function does not update the Guest Account(s) from a Reservation when expected, the probable reasons are:

1. The Status of the Reservation is not the Check In Status specified on the 'Check In/Out' card in the Hotel Settings setting.
   

2. The Charge option in the Room Type specified in the Reservation is "Manual" or "At Start".

You can use Access Groups to prevent certain users from using the 'Charge Stay' and 'Charge Until Check Out Date' functions. To do this, deny them access to the 'Reservation: Charge Stay' Action.

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The Reservation register in Standard ERP:

• Introduction and Workflow
  

• The 'Reservations: Browse' Window
  

• Entering a Reservation
  

• Guest Accounts (Folios)
  

• Adding and Managing Items on Guest Accounts (Folio Items)
  

• Work in Progress (WIP)
  

• Operations Menu, including:
  
  • Open Quotation
    

  • Assign to Group Reservation
    

  • Change Room
    

  • Charge Stay, Charge Until Check Out Date
    

  • Repetitive Items
    

  • Redistribute Folio Items
    

  • Add Items
  
  
• Create Menu

Go back to:

• Home page for Hotel module manual
  

• Home page for Standard ERP manual

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