Guest's bill at booking
Explained process of creating a guest bill at booking.
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Explained process of creating a guest bill at booking.
Last updated
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The cornerstone of invoicing is the guest bill(s) at the time of booking. There can even be more than one bill for a booking if it's convenient. Before you start issuing your documents to the guest, we recommend that you first familiarise yourself with the functioning of the Siesta Extranet accounts. For bookings received from online travel agencies (Booking.com, Expedia etc.) you will always have at least one account. There will be one item in this account with the price for the entire reservation. For reservations that you have created manually in Siesta Extranet, you must first create a bill. Let's show you how.
You can create a bill on the booking details using the “Add bill” button located on the bottom bar.
If you want, we will give your bill a name, and we will assign a currency to your bill. If appropriate, we can associate the bill with a specific room and guest. Then save the bill using the "Floppy" icon.
Once the bill is saved and created, it can be seen immediately on the booking details. The newly created bill will be completely empty, as shown in the picture below (Accommodation). To work with a bill, just left-click on it.
The individual elements of the bill are described in detail below:
The currency of the bill in which the guest is charged.
The total value of all guest charges.
The total value of all payments made by the guest.
The overall status of the bill. If it is zero, the guest does not owe anything to your facility.
Document issuing button. This button cannot be used if the guest has no amounts due in the item table.
A table of items used to register the amounts charged to the guest for the use of the accommodation facility services. The "Other" field displays the Invoice number to which the item was invoiced.
The Payment table is used to register the amounts already paid by the guest. The exchange rate field displays the exchange rate, if the payment is in the same currency as the account currency, the value of the exchange account will always be 1.00. However, if the guest pays a currency other than the account currency, you can choose any currency between the account currency and the payment currency. The rate you used to make the payment is shown here. The rate cannot be changed for payments with an existing document. The "Other" field displays the Invoice Number issued to the guest as proof of payment for the accommodation facility.
This section displays all documents that have been issued for the bill. Valid and also canceled.
This section is described in detail in the following section:
Now a few words on how the guest's bill works.
The guest' bill is divided into two tables - one for keeping records of the items that are charged to the guest and the other for keeping records of payments. Both tables have the same controls as described in the next section of the manual.
The key is to remember the principle of how both tables work and which is the same as in accounting - all entries in the Item Table are the guest's owed amounts and until the Payment Table records entries of the same value as the Item Table, the overall account balance is guest negative> guest owes you money. The aim is therefore that the value of all entries in the Table of Items is equal to the value of all entries in the Payment Table. The second important thing is related to the currency of the account. The entries in the Table of Items always have the account currency -> therefore the hotel services cannot be charged differently than in the account currency. But this does not apply to the Payment Table. The guest can pay you in any currency.
Each green backlit record can be deleted by clicking on a pencil or trash can. Note that document records cannot be deleted or edited. Instead, it is necessary to issue a so-called corrective document.
Both tables have the same button controlsused to add records buttonsfor deleting records and buttonsto edit records. To delete or edit an entry, you first need to click on it anywhere. The selected entry is highlighted in green as shown.
