Overview

Check out a guest when they leave. In one step you collect what they owe, use or refund the deposit, and close the unit's folio. The unit becomes Checked out and the room becomes Dirty for housekeeping.

Before you startSalin pautan tajuk

• Permission: Check out units. Owners, managers and front desk staff have it by default.
• To collect money you need Record payments and download receipts. To give money back you need Refund payments.
• The unit must be Checked in. Check out shows in the menu from the departure date.

How check-out worksSalin pautan tajuk

StepsSalin pautan tajuk

1. Open the reservation.
2. Open the check-out form:

   1. For a reservation with one unit, select More, then Check out.

      

   2. For a group, select the ⋯ menu on the unit, then Check out.

3. Check the bill on the right: Charges, Paid, Deposit held, then To pay, Credit or Settled.
4. If the guest paid a deposit, choose what happens to it under Security deposit. See Security deposit below.
5. Settle the balance: collect what the guest owes, or refund what they paid too much. See Balance below.
6. Check Remaining after check-out. It must be MYR 0.00.
7. Select the green button. It names the steps, for example Collect and check out or Refund and check out.

BalanceSalin pautan tajuk

The form reads the unit's folio and shows one of three states. Each example uses the same stay: charges of MYR 396.00.

The guest owes moneySalin pautan tajuk

The guest pays the balance at the desk.

1. Check Collect balance. It is the whole balance and cannot be changed.
2. Choose the Method. For card, transfer or e-wallet, enter the Reference.
3. Select Collect and check out.

If the guest pays only part, record that payment on the folio first. Then collect the rest here, or move it to the group bill.

The guest paid moreSalin pautan tajuk

The guest paid more than the bill, for example a prepayment for a stay that got cheaper. The folio holds a Credit.

1. Check the lines under Refund credit. Each payment goes back by its own method, for example Advance · Cash.
2. Select Refund and check out.

• The whole credit is refunded. The amount cannot be changed, because any other amount leaves the folio open.
• To refund by another method, for example cash for a card payment, use Refund credit on the folio first. Then check out.
• If part of the credit came from the city ledger, the form says "Part of this credit cannot be refunded here. Open the folio."

Nothing to settleSalin pautan tajuk

The guest paid exactly the bill, for example in advance. The bill shows Balance Settled. There is nothing to collect or refund.

1. Check the bill on the right.
2. Select Check out.

Security depositSalin pautan tajuk

When the guest paid a deposit, the form asks "What should happen to the deposit?". The section shows only if you may refund payments.

The examples below use the same stay: charges of MYR 396.00 and a deposit of MYR 100.00 paid in cash.

Use toward the billSalin pautan tajuk

The default when the guest owes money. The deposit lowers what the guest pays.

1. Leave Use toward the bill selected.
2. Collect the rest by the Method you choose.

Refund itSalin pautan tajuk

The deposit goes back to the guest, by the method they paid it with. The guest pays the whole bill.

1. Select Refund it.
2. Check the amount under Refund deposit. You can lower it to refund only part.
3. Collect the whole balance by the Method you choose.

Keep part for damagesSalin pautan tajuk

The guest damaged something. Estatell posts a Damage charge with its tax. The deposit pays the damage first, then the rest of the bill.

1. Select Keep part for damages.
2. Enter the Damage amount, before tax.
3. Enter a Note, for example "Broken lamp". It shows on the folio line.
4. Collect the rest by the Method you choose.

You need Post charges to folios to see this choice. Owners, managers and front desk staff have it by default.

Other casesSalin pautan tajuk

Pay laterSalin pautan tajuk

A guest cannot check out while their own folio still owes money. To let someone pay later, move the charges to another folio first. The guest's folio drops to 0, and the debt waits on the other folio.

You need Transfer folio lines and manage routing. Owners and managers have it by default. Front desk staff do not.

Move the charges to a third-party folioSalin pautan tajuk

1. Open the reservation and select the Folio tab.
2. Select More actions, then Third-party folio.
3. Under Payer, choose Guest or Company, then pick who pays.
4. Select Create folio.
5. Select More actions, then Move charges. Move the guest's charges to the new folio. See Move charges.
6. Check that the unit folio shows MYR 0.00.
7. Check the guest out as normal. The form shows Settled.

After the move, the unit folio (1) is at 0 and the third-party folio holds the debt. Check-out closes only the unit folio, so the third-party folio stays Open.

Settle a company folio to the City ledgerSalin pautan tajuk

When the payer is a company with City ledger billing, the third-party folio shows Settle to City ledger (2).

You need Settle folios to City ledger and void AR invoices. Owners, managers and finance staff have it by default.

1. Open the company's third-party folio.
2. Select Settle to City ledger.
3. Read the message. It names the company and the amount it will owe.
4. Select Settle to City ledger.

The folio closes and the company gets an invoice. You can settle before or after the guest checks out.

Things to knowSalin pautan tajuk

What happensSalin pautan tajuk

• The payment, the refund and the check-out are saved together. If one is refused, nothing is saved.
• The unit becomes Checked out. When every unit is out, the reservation is Completed.
• The unit's folio closes and gets its invoice number.
• The room becomes Dirty.
• A balance on the group bill (the Master folio) does not stop the check-out. It is settled with the group.

Special casesSalin pautan tajuk

Related pagesSalin pautan tajuk

• Early departure
• Check out as day use
• Late check-out
• Group check-out
• Undo check-out
• Folio
• Check-in