You are working at the front desk and receive a guest who would like to check out. You receive the key card and start your check-out process.
To check out a guest
- From the Home Page, do one of the following to open the Seek page.
Press CTRL+K on your keyboard.
Click the Front desk menu in your top bar and select Check out.
Click the Check out guest button (
) from the in house navigation menu.
-
Complete the search fields on this page as needed.
Seek details Room number
Enter the number assigned to the room.
Folio number Enter the unique number of the reservation.
Master number
Enter the unique number of the master reservation.
Arrival date Enter the check-in date for the reservation.
This field is auto-populated with the current system date, but it can be edited.
Depart date
Enter the depart date.
Room type
Select the room type, if applicable.
Guest
Enter the name of the guest, if applicable.
Company
Enter the name of the company, if applicable.
Travel agent
Enter the name of the travel agency, if applicable.
Booker
Enter the name of the booker, if applicable.
Frequent stay number
Enter the number that, when used, is linked to the guest profile, if applicable.
Group number
Enter the unique number of the group, if applicable.
Cancellation number
Enter the unique number of the cancellation you are searching, if applicable.
Ext reference
Enter the unique third party booking number, if applicable.
Reference
Enter the reference from the reservation, if applicable.
Deadline
Enter the field where you can add a deadline to see the reservations related to that deadline, if applicable.
- Click Confirm (
). The browse reservation page displays. - Do one of the following to open the reservation page:
Select the appropriate reservation and click Confirm (
).Double-click the appropriate reservation to confirm.
-
Click the Check out (
) icon to check the reservation out. A PMS message displays asking to check this in-house reservation out.When a reservation is linked to a master reservation and it detects another departure for the same master, a PMS message displays and asks if you want to check both reservations out.
-
Click Ok to proceed with checking out the reservation.
Some properties may have a situation where housekeeping cleaned the vacated rooms before the front desk actually checked out the folios. This created a discrepancy in room status between the housekeeping department and front desk. However, APMA has an option to rectify this in: Settings > Options > Housekeeping > No HKP status change on co, and if activated, it will provide a PMS message at each checkout asking if the current housekeeping status should be kept.
-
The reservation is checked out if the balance is 0. If the balance of the reservation does not equal 0.00, the posting window opens, displaying the balances on the 4 subfolios (A, B,C & D).
When a payment type has been entered in the payment fields in the reservation, the posting window displays the payment type linked to each of the subfolios. You can still change this if the payment type has been changed.
-
Modify the fields as appropriate.
Post to folio details PLU
This is the unique article code in the PMS.
To change the article or payment that displays in this field, remove the number in the PLU field to see an article drop-down selection.
Article
This field displays the article selected in the PLU field.
Description
This displays the description of the article in the PLU field.
Reference
A posting reference can be added when the article is posted.
This field is grayed out unless it is set up in the article to allow posting reference.
Balance
This field can display two types of balances. If the PLU code selected is a payment article, it displays the balance of the reservation that needs to be paid. If the PLU code selected is an article, it displays the price of the article.
Paid
This field displays what amount the guest has paid. It always displays the exact amount as the balance. However if the guest pays with cash for example, you can enter the cash amount paid. The change field displays the change amount you have to give back.
Change
When the guest has paid a different amount than the balance, this field displays the change that you have to give back.
Subfolio details
Subfolio A
If subfolio A has a balance, this is the first folio where payment has to be made. The total for the subfolio is displayed and once the balance is paid, it displays 0.00 and you can drop down to the next subfolio that has a balance.
The default payment can be changed by selecting the correct PLU.
Subfolio B
The total for the subfolio is displayed and once the balance is paid, it displays 0.00 and you can drop down to the next subfolio that has a balance.
The default payment can be changed by selecting the correct PLU.
Subfolio C
The total for the subfolio is displayed and once the balance is paid, it displays 0.00 and you can drop down to the next subfolio that has a balance.
The default payment can be changed by selecting the correct PLU.
Subfolio D
The total for the subfolio is displayed and once the balance is paid, it displays 0.00 and you can drop down to the next subfolio that has a balance.
The default payment can be changed by selecting the correct PLU.
-
Check if you have the correct payment type selected and if the balance and paid amount are correct. Then click Confirm (
).Once all folios have been settled and balance is 0.00, the Post To Folio Page closes.
-
An invoice automatically prints unless the option Check-out invoice optional is enabled in Settings > Options > Financial.
A PMS message displays asking to print or email the invoice or none.
-
The in-house status is changed to checked-out.
What's next?
How to check out a group