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The front desk

Splitting a stay across several invoices

Room, food and spa on one bill or three — the guest decides, and you tick the lines.

A guest with a room, two restaurant bills charged to it and a spa treatment may want one invoice, or three, or any grouping in between. Open the folio and press Split into bills.

The folio split into bills: tick the lines, move them, print each.
The folio split into bills: tick the lines, move them, print each.

Do this

  1. Split into bills on the folio — it reads Back to the folio while the view is open. The ledger becomes one box per bill.
  2. Tick the lines to move — all the restaurant charges, say. A tick is a selection, not a state: which bill a line sits on is the heading it is under.
  3. Move to a new bill, or to one of the bills already there.
  4. Print this bill on each. Every bill is its own tax invoice with its own number.

Room charges cannot leave the main bill, and a bill with nothing on it is not printed.

How it works

Everything starts on the Main bill. You tick lines and move them.

Each bill gets its own number — F-000123, then F-000123-2 — so a guest holding two invoices can see they belong to one stay. Print this bill on any of them produces that invoice alone.

Who pays each one

A bill can be routed to a company or a travel agent rather than the guest. That is the ordinary corporate case: the company pays the room, the guest pays their own bar tab. It also decides how the bill appears on the GST return — a window billed to a company files under that company's GSTIN as B2B.

What it will not let you do

Nothing is edited when a line moves: the amount, the tax, the description and who posted it are exactly as they were. Only which bill it sits on changes, and every move is on the record.

More in The front desk

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A booking cancelled by mistake is put backA cancelled or no-show booking is found with Find and put back with one press and a reason. Before the night audit anybody at the desk can; once the audit has closed a night of the stay, the administrator can. The nights the audit passed over go on the bill. Taking a paymentTake a payment on the folio: method, amount, reference. It is the reference that saves you later. Splitting a payment across methodsOne settlement, several methods, checked against the folio as one movement. The registration card (GRC)Print it from the booking card. It carries the guest details, the stay, and the declaration they sign. Reprinting a registration cardReprints are allowed and counted. The second onwards is stamped COPY. Advances and depositsMoney taken before the charges exist, held against the stay and applied when they do. Correcting an invoice that has already been issuedDo not reopen the bill. 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The administrator corrects any booking — and the log is the priceAn account administrator may correct a booking that is audited, in house, departed or billed: its dates, room, guests, rate or status. Every correction is recorded with login, time, machine and reason. Reopening a settled billA bill closed at zero or in credit is reopened only by an account administrator; then a charge can be voided, money refunded, and the bill closed again — every step with a name on it. Billing a company: the city ledgerA folio routed to a company instead of collected, and the ageing that follows it. Money owed and open balancesThe list that stops a hotel losing money quietly, and the red dot that counts it.