Adding Room Charges
What are Room Charges?
Room charges refer to revenue items like nightly room rate charges, meal chargebacks, extra cleaning, etc. The revenue you earn is typically balanced in the Room Account by the corresponding payment you process for the room.
A room can only be Checked Out once their Room Account Balance is 0 from a combination of revenue + payment (or transferring their charges to a Debtor Account).
While you can manually add any type of revenue charge items including nightly room rate charges, GuestPoint is intended to function by automatically posting the nightly room rate charges for you once the Daily Roll Over process is done each day.
You should not have to manually post nightly room rates yourself unless these are intended or adjustments or accidental postings. If you do not do the Daily Roll Over, you might find that you are manually posting room charges to every single Room Account to actually balance the room & check them out.
More than One Room Account for a Room
It is possible for a guest to have multiple Accounts within their Room Account, and it is important to make sure you are adding charges to the correct one.
The ‘Select Account’ drop down list lets you select the correct account. It is possible for a guest to have the following types of accounts within the Room Account:
- Guest Account - Usually in the guest's name e.g. ‘Burton, Camilla’.
Every room by default has at least one Guest Account. - Company Account – A company account exists when the booking has a Company attached to it in the "Contact Details" tab of the Reservation.
Multi-room bookings can share a Company Account but only when the multiple rooms were added together at the very start.
Group Reservations offer more flexibility with adding a room or cancelling a room accordingly. - Group Account - If the Room is part of a Group Reservation, GuestPoint will automatically create a Group Account.
This Group Account is shared by all rooms of the Group Reservation. - Split Accounts - If multiple people within one Room are paying separately, you can create Split Accounts in each person’s name.
These split accounts will be listed under each name and the same room number.
These accounts are created by clicking the ‘+ New Split Account’ button on Room Account tab, or adding a ‘New Person’ on the 'Contact Details' tab
If you add a company or another split account to a reservation after charges have already been posted, you will need to manually transfer the charges to the correct account even if you change the charges policy at the same time. Any new charges will be according to the new policy.
How To Add a Manual Revenue Item to a Room Account
1. Ensure you have selected the correct account from the drop down box for the charge to post to
2. Select the Charge type (e.g. Breakfast). This is the revenue account you want the income to go into
3. Edit the description, if required (e.g. Buffet Breakfast)
4. Alter the print date, if required. This is the date the guest will see on their room account. GuestPoint® lets you change this so you can back-date charges on the Room Account print out, if required
5. Enter the Amount
6. Click ‘Add Entry’
7. Click Save
How to Add an "Extra" Item
1. Ensure you have selected the correct account from the drop down box for the charge to post to
2. Select the Extra you want to add (e.g. Newspaper)
3. Enter the quantity
4. Edit the description, if required
5. Alter the print date, if required. This is the date the guest will see on their room account. GuestPoint® lets you change this so you can back-date charges on the Room Account print out if required
6. Edit the Amount if required
7. Click ‘Add Entry’
3. Enter the quantity
4. Edit the description, if required
5. Alter the print date, if required. This is the date the guest will see on their room account. GuestPoint® lets you change this so you can back-date charges on the Room Account print out if required
6. Edit the Amount if required
7. Click ‘Add Entry’
8. Click Save
If you have accidentally added a charge to a room, you can easily reverse it by clicking the reverse icon.
Reversed charges will not print out on the Room Account.
If you have put a transaction on the wrong account, it is very easy to transfer it to the correct account by clicking the transfer icon. When you click it, GuestPoint® will transfer the charge to:
• Another Account Within This Reservation (e.g. phone charges belong to the other Split Account)
• Another Account (e.g. Breakfast was charged to Room 4 instead of 14)
• Future Reservation (e.g. a deposit might need to be moved to another reservation that is not yet checked-in)
• Non-Residential Account (e.g. a disputed restaurant charge might need to be parked in an existing Non-Residential Account until you find who it was for)
• New Non-Residential Account (this will create a new Non-Residential Account)
The first two transfers are the most commonly used.
Sometimes you will need to consolidate multiple charges into a single line entry on the guest’s Room Account print out. If you have multiple charges with the same description and print date, GuestPoint® will put these as one item on the Room Account print out, even though they are different revenue accounts.
Sometimes you will need to consolidate multiple charges into a single line entry on the guest’s Room Account print out. If you have multiple charges with the same description and print date, GuestPoint® will put these as one item on the Room Account print out, even though they are different revenue accounts.
In the above example, there are Restaurant, Beverage-MP2 and Sundry-MP charges, but the description is set as Restaurant. The room account will print as Restaurant $61.00.
You can easily create a copy of the Room Account by clicking ‘Email’ or ‘Print’.
When operating in Exclusive tax Mode (as in the US):
To add a Tax Adjustment to a Room Account:
1. Ensure you have selected the correct account from the drop down box for the charge to post to
2. Select the Tax type (e.g. Sales, or Occupancy tax), this is the tax account you want the tax adjusted to
3. Edit the description, if required
4. Alter the print date, if required. This is the date the guest will see on their room account. GuestPoint® lets you change this so you can back-date charges on the Room Account print out if required
5. Edit the Amount Click ‘Add Entry’
6. Click Save
If you change a Print Date, it does not change the posting date of the charge
Related Articles
Splitting Charges
Sometimes you will have charges that need to be split so that part can be invoiced to a company, and part paid by a guest, or split between two guests sharing a room. To split a charge, click the split charges icon next to the transaction on the Room ...Transfer Charges to Debtor
If your guest has a company and you want to send the company an invoice, you can send any charges from the guest’s Room Account or Non-residential account to a Debtors Account. To be able to do this, firstly, the company has to be enabled to ’Allow ...Transfer Charges to an Agent
Agents are debtors that make bookings on behalf of a guest and are invoiced for the guest room charges. Agents are typically online travel sites like Expedia, Wotif, Last Minute or traditional travel agents like American Express Travel. Agents differ ...How to Post Payments on Room Accounts
Quick Answer: To post a payment on the Room Account, open the Room Account of the reservation, click 'Make Payment' button on the bottom-left, select the payment type, adjust the Amount if needed, and click 'Save Payment'. GuestPoint Pay Users If you ...Move Room
After a guest has checked-in, you may need to move them to another room during their stay. To move them to another room, open the guest Reservation screen and click the ‘Move’ button next to the room number. GuestPoint® will display a list of ...