How to check out a room booking

By the end of this training article you will be able to:

• Check out a room booking
• Check out a Group reservation

To check out a room booking

Go to Reception > Departures and the departures screen appears. By default, this will be for the HART PMS date.

Ensure the date on the right-hand side is for the correct day and you will see the following information from this screen.

• B2B: displays if you have back to back reservation in the room. For example, if the room is a departure and arrival.
• Room No:  displays the room number allocated to the booking.
• Guest name: displays the guest's name.
• Group: shows if the booking is inside a group and displays the group name.
• Company: shows if the booking is part of a company. 
• Agent: shows if the booking is part of an agent booking.
• Balance: The amount due at check out by the guest.

NOTE: if there is a zero balance this does not necessarily mean that the reservation has no charges. It might be that the billing is set to Guests Settle Extras or Full Account to Company or Agent and there are no extra charges on the room booking.

• Status: displays the status of the booking. 
• ID: displays the reservation ID numbers.

Note: you can also see your departures by going to Reports > Front desk > Departures.

To check out a room booking

Option one

With the booking highlighted in the departure screen, press on the ID to edit the room reservation, where you can double-check all the details are correct. Next press the check-out button on the top right-hand side.

Option two 

With the booking highlighted on the departure screen press the check-out button on the right-hand side.

Once you have pressed the check-out button a small window will appear asking for your login password and cashier details. Once you have entered this information press ok. You will then be prompted to;

• Please leave your key: this is to remind you to ask for the room key from the guest.
• Print information printout asks if you wish to print out Information for the guest.

This will then open the room check-out screen, which shows the following information.

• Guest: displays the name of the guest.
• Room: displays the room number/room name.
• Arrival: displays the arrival date.
• Departure: displays the departure date.
• ID: displays the ID of the reservation.
• Folio: displays the folios of the reservation, one folio means the billing field was set to pay own account, or two folios showing arrangement and extras.
• Balance: displays the balance of the reservation.
• Paid by displays who must pay for the specific folio.
• Folio ID: displays the folio ID
• S/L: if this is ticked the folio involves a granted debtor.
• M: if this is ticked the folio is the main folio of the reservation.
• Sales ledger displays if there is a balance due.
• To be paid on check out: displays the balance due.

With the correct folio highlighted, if necessary, press the information button if not already done so. This Information button allows you to issue an Information sheet about the guest’s consumptions.

Note: always check this information is correct before presenting it to the customer, particularly if you have more than one folio.

Once you have taken the payment, press the payment button to add the payment in the payment window and select the payment method from the drop-down box, add any notes if required and press save. The balance to be paid at check-out will turn to zero once the total payment has been entered.

Note: If you have a terminal interface or are charging a token, you will not manually add the payment as this will be done for you.

Next press the print invoice button to print out the invoice and then press the check-out button.

Group booking check out

The check-out procedure for group bookings must be carried out after all the bookings of the group have checked out.

To find the group, and go to Reservations > Group bookings once in the group booking window press the check-out button on the right-hand side and the check-out screen will appear. Follow the procedures as above.

Understanding the tabs on the departures screen

• Date: if you wish to see departures on a different date, using the drop-down box change the date and press the search button.
• Filter:  pressing this button allows you to filter your search.
• Edit: pressing this button will open the reservation that is highlighted so you can edit it.
• Check Out: pressing this button opens the Check Out window.
• Exit: pressing this button exits the departure window.
• Actual: ticking this box and then the search button displays the reservations that have already checked out for the day.