How to manage early departure at the hotel? Folio, room fee and checkout check guide

Request for early departure with the working day

Early exit is the closure of the reservation before the scheduled date of exit. But the PMS working day may not always change at the same time with the hotel's calendar date. Even if midnight is over, the night audit may still be on the previous working day if the system does not work. Therefore, the employee must first check the active working day, the current exit date of the reservation and which night the guest actually uses.

The current early output stream of Oracle OPERA Cloud also describes the new output status before the future output date reservation and then the closing steps are carried out. Screen names may change in RoomFollow or another PMS; the basic control is the same: which stay nights and fees the date change should be visible before the process.

• Active PMS work day and actual calendar date were checked.
• The last night the guest used and the new date of departure was cleared.
• The price, package and early departure conditions of the reservation were read again.
• The person who requested and if there is the company or agent’s responsibility has been confirmed.

Check whether the room fee is down on the folio.

The night audit generates the room and tax movements at the end of the working day to active accommodation in the PMS. The guest goes early in the morning and if the day end of the night concerned has not yet been taken, the room fee may not appear in the folyoda even if the bill has been made. It is therefore misleading to do checkout by looking at the balance alone; which nights in the folio lines should be checked individually where the room fee is posted.

If the fee is required, the authorized user can make a manual post by the establishment’s specified room fee or rate-code movement. Oracle’s official documentation indicates that room and tax fees can be manually posted in the folio before the end of the day. The same documentation also emphasizes that manual rate-code posting does not stop the automatic post at the end of the day. Therefore, adding only fees without the correct update of the date and status of accommodation, the taxpayer can risk room fees.

• The room fees in the Folio were compared with the dates.
• The missing movement was determined as the room, tax or package component.
• The manual posting was made with authorized user and correct processing code.
• It is confirmed that the automatic day end will not post the same night again.

Gather the last minute spending before checkout

The movements of the early departure guest, such as a minibar, restaurant, parking, transfer or late departure may not yet reach the folio from the relevant department. The zero balance on the Checkout screen does not mean that all expenses are transferred. The waiting transaction hole, open addition or manual delivery form should be checked, especially in integration sales.

The official OPERA takes a clear step to post the last minute fees before the early outflow, payment and the closure of the foil. The hotel should adjust its own checklist according to its departments. Instead of an uncertain confirmation such as 'Minibar was asked'; the relevant room leaves a more reliable trace between the recordings of the person, the checking person, the time and the result.

• There is no open restaurant or POS addition.
• The minibar and the room consumption check is completed.
• Transfer, parking, washing room and other services were questioned.
• The waiting integration movement or offline sales were checked.

Consider the paying condition apart from the taxation

The fact that the guest has previously paid, does not determine alone which amount will remain as income at early departure. Prepaid or non-refunded price, flexible price, company agreement and agent virtual card may bear different conditions. First the rewarded fee must be calculated according to the condition of accommodation and early departure; then compared to the current billing.

Some facilities may apply the early departure fee according to their contracts. Oracle OPERA Cloud documents that this fee can be posted to the booking account with a defined calculation rule and the processing code if the feature is activated. This does not mean that each hotel must automatically receive a penalty. The facility contract, the sales channel condition and local legal assessment must be based; the option that the employee sees on the screen should not apply without commenting.

• The reservation was cancelled and the early departure condition was read.
• The amount paid to the accommodation was compared.
• The approval process for the return, additional bill or early departure fee has been applied.
• In the agent or company payment the debtor party was matched with the right folio.

Check the balance and document before closing the folder.

The balance of each folio window or sub account should be seen separately before checkout. If the guest payment, the company account and the agent billing are kept in different sections, the total balance is zero alone does not show the wrong direction. The room fee must be linked to the correct account, the payment must be linked to the correct payee or cari account.

The date, the customer, the currency and the tax differences on the paper or in the bill to be produced after the payment is completed must be reviewed. The document confirmed with the draft document is not the same. The final controller must be appointed before verified according to the e-document and accounting flow of the facility; the authority to cancel or correct should be given only to the necessary roles.

• All the foil windows and directed movements were checked.
• The balance sheet, the currency, the payment method and the currency information are consistent.
• The invoice or folio recipient is selected as the right person or company.
• Date and tax difference were reviewed before the document was confirmed.

Update the room status in the same trading chain with Checkout

After the foil is closed, the reservation must go into checkout status and the room must get a new status in accordance with the flow of floor services. It is not enough to show the room alone empty; it must reflect the actual process of the facility, such as the operating situation, or in service, as is polluted.

Early exit makes the difference between person-based and room-based checkout important. If there are more than one registered guest in a room, it should be clearly selected whether the person who has been left alone or whether the entire room reservation will be closed. After the procedure, the room plan, active flows, guest stay history and the floor service list should show the same situation without having to renew the page.

• The choice of the room with the person checkout was made correctly.
• The booking, the folio and the room status are updated together.
• The room information was provided to the service.
• The room was set up before it was reopened.

Remove the wrong checkout and leave the return trace

If the wrong booking is closed or the missing posting is later noticed, it is not a correct control method to make the records invisible by deleting. A authorized 'checkout back' or the reservation reactivate the flow of the meat, the user who has done the process, time, reason and previous status should be saved in the check-in day. If the invoice is confirmed, the cancellation or correction process in accordance with the legislation of the document must be completed before.

Oracle billing documents also explain that the reversal records of payment can be created with a new countertransaction, that some fixed or re-printed restricted movements cannot be directly deleted. Options in the application may vary according to the facility settings and user permits. The basic principle is to fix the financial history without losing and re-release the room reserve.

• The reason for the return was recorded as mandatory and explicit.
• Old and new reservations, folio and room conditions have been logged.
• A separate cancellation or correction stream was applied for the fixed invoice.
• The correction after the end of the day and the risk of posting the mockers was re-checked.

Early Exit Check List

You can add the following list as a short check card to the reception procedure. Also define your own authority and approval steps as the price plan, tax, e-documents and payment rules vary according to the facility.

• Active working day, last used night and new date of departure were confirmed.
• The price plan, package and early departure conditions were checked.
• Room and tax posts were compared with the night foil.
• The required manual room fee post was made with the correct code and description.
• The restaurant, minibar and other last minute movements have been completed.
• The price of the deposit, return and early departure was assessed separately.
• All the wallpaper windows, currency and document receiver were checked.
• The room status and the floor service stream after Checkout were updated.
• The process is logged in with the user, time, reason and variable values.