You are working at the front desk and a guest want to check out earlier then their scheduled departure date. You ask for the key card and proceed with the check out.
To process an early check-out
- From the Home Page, do one of the following to open the Seek Page:
Press CTRL+F on your keyboard.
Click the Reservations menu in your top bar and select Search on folio number.
-
Modify the fields as appropriate.
Seek details Number
This is where you add the unique confirmation number of the reservation.
Name
You can enter the last name of the guest, company name or travel agent name.
Days in advance
Enter the number of days to search.
The maximum is 7 days. If 7 days is entered, the system will search 7 days forward from current day and 7 days back from current day.
- Click Confirm (
). A Locate Guest Page displays with the searched guest information. - Do one of the following to open the Reservation Page:
Select the appropriate reservation and click Confirm (
) to complete.Double-click the appropriate reservation to confirm.
-
Before proceeding to the check out, make sure you follow your property's policy for processing an early check out. Sometimes charges may apply for checking out early, or your property's policy might be that no charges apply if check out is before a certain time.
If the check out is only one day earlier, you can click the Post charges for next night in tools (
). This posts the charges that were supposed to be charged during the night audit. If the check out is multiple days earlier, you can post an extra charge in the posting window in the reservation. -
Click the Check out (
) icon to check out the reservation. A PMS message displays, asking to check out the in-house guest. Click Ok to proceed with checking out the reservation.When the check out date is earlier then the departure date in the reservation, a warning message displays asking to change the departure date to today. Click Yes to change the departure date to today.
Some properties may have a situation where housekeeping cleaned the vacated rooms before the front desk actually checks out the folios. This creates a discrepancy in room status between the housekeeping department and front desk. However, APMA does have an option to activate 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 current housekeeping status should be kept. -
The reservation is checked out if the balance is 0.00. 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 the 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.
Add posting to a in-house reservation