Adjusting a Group's billing before Check-In and after Check-In are very different. The following article reviews the steps involved in changing the Billing after a Group has checked in.
Below are the different scenarios you may encounter when needing to change billing after Check-In:
- Change Individual Billing to House Account Billing
- Change Individual Billing to City Ledger Account Billing
- Change House Account Billing to Individual Billing
- Change House Account Billing to City Ledger Account Billing
- Change City Ledger Account Billing to House Account Billing
- Change City Ledger Account Billing to Individual Billing
1. Change Individual Billing to House Account Billing
First, under the Primary tab > Contact & Billing Info tab, change the Folio Number to 8 and check the box next to Apply to existing reservations. Click the Post button to save.
Add Routing
All In House Reservations will now have their charges transferred from Folio 1 to Folio 8.
Next, proceed to the Routing/Deposit tab of the Primary Section and setup the proper House Account billing (NOTE: if you are unsure of how to setup House Account billing please see the article titled How to Create a Group with Billing to a House Account).
Click Post to save changes.
Check in the House Account
Since this Group is already In House, select the Check-In button to check-in the House Account.
After guests have checked into a Group you can no longer alter the Rooming List Section of the Group Wizard, therefore you cannot check the Routed checkbox so that routing occurs automatically upon checkout. Therefore you have two options when it comes to billing:
- Billing to the House Account can be setup in the Routing tab for each individual reservation so that charges are routed upon check-out (if you are unsure how to setup Routing please see the article How to Setup Charge Routing on a Guest Reservation in the Front Office Manual)
- Use the Check-Out Section of the Group Wizard to transfer all charges located on folio 8 to the House Account on the morning of departure. (if you are unsure how to transfer charges using the Check-Out Section, please see the article How to Check-Out a Group with House Account Billing in the Groups Manual)
2. Change Individual Billing to City Ledger Account Billing
Under the Primary tab > Contact & Billing Info tab, change the Folio Number to 8 and check the box next to Apply to existing reservations. Next, check the box next to Bill to City Account.
- If the City Account you wish to attach already exists, use the Bill To drop down menu to select the appropriate City Ledger Account.
- If the City Account you wish to attach does not already exist, check the Create a New Account checkbox and enter the name of the City Account you wish to create into the Bill To area. Also enter the desired credit limit for this account into the Credit Limit area.
- Click the Post button to save.
Transferring Charges upon Check-Out
Upon check-out, all charges on Folio 8 will transfer to the attached City Ledger Account.
3. Change House Account Billing to Individual Billing
Under the Primary tab > Contact & Billing Info tab, change the Folio Number to 1 and check the box next to Apply to existing reservations.
Click Post to save changes.
Check Out the House Account
Next, locate the House Account that was created for the Group on the In House screen, and check it out of the PMS.
After a Group has checked in, you can no longer alter the Rooming List Section of the Group Wizard, therefore you cannot un-check the Routed check-box so that routing will not automatically upon checkout.
Guest Check-Outs
When you go to check a guest out with this Group, the Routed box will still appear, however, you can just select Cancel to skip the routing process and proceed to the Individual Guest Check-Out screen.
NOTE: In the event that the OK button is accidentally clicked, no charges will actually be routed if the House Account was already checked out. Instead, the PMS will display the following message. Click OK to return to the previous screen, then click Cancel to proceed to the checkout screen.
4. Change House Account Billing to City Ledger Billing
Under the Primary tab > Contact & Billing Info tab, change the Folio Number to 8 and check the box next to Apply to existing reservations.
Next, check the box next to Bill to City Account
- If the City Account you wish to attach already exists, use the Bill To drop down menu to select the appropriate City Ledger Account
- If the City Account you wish to attach does not already exist, check the Create a New Account checkbox and enter the name of the City Account you wish to create into the Bill To area. Also enter the desired credit limit for this account into the Credit Limit area
- Click the Post button to save
Check Out the House Account
Next, locate the House Account that was created for the Group on the In House screen, and check it out of the PMS.
After guests have checked into a Group you can no longer alter the Rooming List Section of the Group Wizard, therefore you cannot un-check the Routed check-box so that routing will not automatically upon checkout.
Guest Check-Outs
When you go to check a guest out with this Group, the Routed box will still appear, however, you can just select Cancel to skip the routing process and proceed to the Individual Guest Check-Out screen.
NOTE: In the event that the OK button is accidentally clicked, no charges will actually be routed if the House Account was already checked out. Instead, the PMS will display the following message. Click OK to return to the previous screen, then click Cancel to proceed to the checkout screen.
The Check-out Screen
The Check-Out screen now reflects that the charges will be transferred to the selected City Ledger account upon check-out.
5. Change City Ledger Account Billing to Individual Billing
Under the Primary tab > Contact & Billing Info tab, change the Folio Number to 1 and check the box next to Apply to existing reservations.
Next, un-check the box next to Bill to City Account. The Bill To information should then disappear from the screen.
Click Post to save changes.
The Check-out Screen
All charges on the Guest Folios will now transfer to Folio 1, and each guest will be responsible for paying their own individual charges upon check-out.
6. Change City Ledger Account Billing to House Account Billing
Under the Primary tab > Contact & Billing Info tab, ensure the Folio Number is set to 8, and check the box next to Apply to existing reservations.
Next, un-check the box next to Bill to City Account. The Bill To information should then disappear from the screen.
Click Post to save changes.
Add a House Account
Next, proceed to the Routing/Deposit tab of the Primary Section and setup the proper House Account billing (NOTE: if you are unsure of how to setup House Account billing please see the article titled How to Create a Group with Billing to a House Account).
Click Post to save changes.
Check in the House Account
Since this Group is already In House, select the Check-In button to check-in the House Account.
After guests have checked into a Group you can no longer alter the Rooming List Section of the Group Wizard, therefore you cannot check the Routed check-box so that routing occurs automatically upon checkout.
You now have two options when it comes to billing (one option must be chosen):
- Billing to the House Account can be setup in the Routing tab for each individual reservation, so that charges are routed upon check-out (if you are unsure how to setup Routing please see the article How to Setup Charge Routing on a Guest Reservation in the Front Office Manual)
OR
- Use the Check-Out Section of the Group Wizard to transfer all charges located on folio 8 to the House Account on the morning of departure. (If you are unsure how to transfer charges using the Check-Out Section, please see the article How to Check-Out a Group with House Account Billing of the Groups Manual)
