Overview
This article covers the process of managing charges within guest bookings in your property management system. You will learn how to add new charges, modify existing ones, and delete charges that are no longer needed. Accurate handling of charges is crucial for providing precise billing details to your guests and for maintaining organised reservation records. Use these instructions when you need to update charges, whether before a guest's arrival or during their stay.
Step-by-step instructions
Access the booking charges
Navigate to Reservations in the Extranet.
Open the specific booking you wish to manage by clicking on View booking details.
Select the Charges tab to view all the charges associated with the reservation.
Understand Bills within the Charges section
Identify Open Bills as those with charges yet to be invoiced.
Recognise Closed Bills as those with already invoiced charges, which include an invoice reference for viewing.
Add a new charge
Click "+ Add charge" at the top right of the Charges section.
Select the charge to add, the applicable date, and quantity.
Confirm the price updates based on settings in Booking Engine → Extras.
Edit an existing charge
Click the three dots menu next to the charge.
Select Edit to modify the charge details.
Apply a discount to a charge
Discounts can be applied to individual charges only, and not to the entire booking.
Delete a charge
Click the three dots menu next to the charge.
Select Delete to remove the charge permanently.
FAQs
What happens if I create a charge by mistake?
What happens if I create a charge by mistake?
If the charge is in the Open Bill, delete it using the three dots menu. If invoiced, cancel the invoice first to make changes.
Can I invoice only part of the charges in a booking?
Can I invoice only part of the charges in a booking?
Yes, you can invoice individual or multiple charges at a time, e.g., invoice minibar charges separately from others.
What happens if I cancel an invoice linked to a Bill?
What happens if I cancel an invoice linked to a Bill?
The Bill becomes editable, allowing you to change, add, or remove charges before issuing a new invoice.
Can I add or edit charges from the mobile app?
Can I add or edit charges from the mobile app?
You can add existing extras from the app, but editing or deleting charges requires the desktop version.
How do charges, payments, and invoices work together?
How do charges, payments, and invoices work together?
Updating charges changes the total; payments and invoices are handled separately. Bills reflect invoiced (not paid) status.