Once Toast has enabled the "Room Charge" button within your Toast POS and the Configuration Settings have been confirmed by a RoomKeyPMS Integration Specialist, the Toast POS Interface will be ready to go live!  Below is a brief overview of how Room Charges from Toast will appear in RoomKeyPMS.

When posting a Room Charge to RoomKeyPMS, the Toast POS user will first select "Room Charge"

The Guest Search screen then appears offering users the following search options within RoomKeyPMS:

• Room Number:
  • this is an alpha-numeric field (Max Characters = 7), the exact Room Number must be entered in order to locate the room in RoomKeyPMS
• Reservation ID:
  • this is a numeric field only, the exact RoomKeyPMS ResID must be entered to locate the guest.
• Guest First or Last Name
  • this field supports alpha-numeric and special characters with a Max Character Search of 20
  • partial name searches are allowed as this is a "contains" search field
  • user must enter either guest First Name OR Last Name - cannot enter entire name or search will fail (ie: guest John Smith can be searched via Smith or John but not by John Smith)
• Company Short Code
  • used to search a City Ledger Short Code (Operations -> City Ledger -> Account Master -> Account Details -> Short Code) with a Max Character Search = 12
  • must enter Short Code exactly as entered into RoomKeyPMS
  • will NOT search City Ledger Account name if entered, Short Codes ONLY

When searching a Guest First or Last Name, RoomKeyPMS will return any reservations which contain the information entered into this field.  In the example below, a search was done for the Guest First or Last Name "John" and all reservations that contained the name "John" were returned (ie:  last names Johnson, Johnston &  McJohns and first name John) were returned.  

Other information to note on the Guest Search Screen:

• Folio Number:
  • if a Guest has multiple Folio Numbers available for posting, each one will be available for selecting when posting from Toast.  Below, we see the guest in Room 202 has Folios 1, 2 and 8 available for posting.
  • Folio 8 will automatically appeared if Reservation is configured as a Group, Corporate or Wholesaler with Folio 8 billing
  • Other Folios (ie: 2, 3, 4, etc...), will only appear if there is already a charge posted to that Folio in RoomKey.
• Available Credit:
  • this is the Available Credit set on the Guest Folio in RoomKey (or as the Remaining Credit Balance if search is for a City Ledger Account).  
  • There are 4 Posting Control options available, options 3 & 4 (see list below) will only allow postings if there is sufficient Available Credit on the Guest Folio.  Should you wish to confirm or change your current setting please contact RoomKeyPMS Support ([email protected]):
    1. Post Everything - all postings will go through, regardless of Credit Card on file or Available Credit
    2. Respect just Credit Card on File - as long as the guest has a Credit Card on file the posting will go through, regardless of Available Credit
    3. Respect Credit Limit - as long as the guest has enough Available Credit the posting will go through, regardless if there is a Credit Card on file or not
    4. Respect Credit Card and Credit Limit - guest must have a  Credit Card AND enough Available Credit for the posting to go through.

Once the desired Room is selected the main bill amount will be posted to the Guest Folio, at this point, Toast POS will prompt the server to enter the Tip.  Once the tip is selected, the server will select "Complete Payment", at which point the Tip will post to the Guest Folio.  The server will then choose a Receipt Type and then Payment will be complete and the Check is Closed in Toast.

If we view the Guest Folio, we will now see the main bill under "Restaurant Charge" and the tip under "Restaurant Gratuity"

Some other important information regarding the Toast POS Integration with RoomKey:

• If a Toast Check is voided or refunded, the posting on the Guest Folio in RoomKeyPMS will be reversed to Folio 9.
• If the Tip Amount on a Closed Check is adjusted, the original Gratuity posted on the Guest Folio in RoomKeyPMS will be reversed to Folio 9 and a new Gratuity posting will be placed on the Guest Folio for the new Tip amount.
• Toast POS offers servers the ability to Split Payments, this function does work with RoomKeyPMS and servers will be able to spilt 1 Check between multiple Guest Rooms and/or Folios in RoomKeyPMS.
• If a Server is posting a Check and the Guest Folio has just enough on their Available Credit to cover the bill, the main Check will post successfully, however, if the Server then attempts to post a Gratuity on top of the bill, the Gratuity will be declined if there is insufficient Available Credit to cover the amount.  **NOTE:  This would only apply if Posting Control was set to obey Available Credit**

Prior to activating your POS Interface, a RoomKeyPMS Integration Specialist will reach out to confirm the following information:

• The RoomKeyPMS Transaction Codes that will be associated with each Revenue Center located in Toast POS
  • Transaction Codes should be configured as Non-Repeatable, Per Stay, Per Room and should not have taxes attached as taxes will be included in the lump sum amount posted to RoomKeyPMS
• The Posting Control setting that should be applied to the interface.  The 4 Posting Control options are:
  1. Post Everything - all postings will go through, regardless of Credit Card on file or Available Credit
  2. Respect just Credit Card on File - as long as the guest has a Credit Card on file the posting will go through, regardless of Available Credit
  3. Respect Credit Limit - as long as the guest has enough Available Credit the posting will go through, regardless if there is a Credit Card on file or not
  4. Respect Credit Card and Credit Limit - guest must have a  Credit Card AND enough Available Credit for the posting to go through.

It is recommended that a POS Audit be conducted during the Night Audit Shift to confirm that all Room Charges posted via Toast are accounted for in RoomKeyPMS.  Reports that would be used for reconciliation are:

In RoomKeyPMS:

• Reports -> Financials -> Transaction Register Balance -> Summary
  • this report provides the Total posted to each Revenue Center in RoomKeyPMS
• Reports -> Financials -> Transaction Register Balance -> Detail -> with Guest Name
  • this report provides a detailed breakdown of the individual Room Charges that were posted from Toast POS to RoomKeyPMS

The above reports can be used to compare with the following report in Toast POS.  

• https://central.toasttab.com/s/article/Hotel-Property-Management-Systems-PMS-Integrations-with-Toast#room_charge_reporting

These reports should be compared and all Toast Room Charges accounted for in RoomKeyPMS.