To access the print menu in the PMS, select the print icon or use the shortcut command <F10>
If
the folio, with reservation status, does have a balance or has had a balance,
the print menu will look like this. Depending on the PMS configurations
we now have five different options.
These options are: Invoice, Pro forma,
Preview and Receipt.
An Invoice is the final bill for the guest. The guest will only receive this upon departure.
A Pro forma provides a pre- overview of the expected costs of the guest booked automatically by the Night Audit. i.e. room & tax, plus extras.
A Preview can be used by the guest as an interim overview. It contains all costs to date. A preview can be opened and/or printed at all times.
A
Receipt can be considered to be a proof of interim payments.
This option must be selected when the guest is not checking out yet,
but has made a partial payment already.
Invoice Layout - If set-up, a different invoice layout can be selected. For example a STANDARD invoice which is normally printed on preprinted logo paper and a LOGO invoice which is used for email. See Invoice layout for more information.
Change consolidation - can be checked if the user wants to print the
guest bill a certain way. The PMS makes it possible to create the guest
bill exactly according to the guest's wishes. If Change consolidation
is checked and the user clicks the check mark, the window with consolidation
rules will open:
On the left side of the window the post groups of the booked articles are displayed. By selecting one of the different consolidation types on the right of the window, the guest bill's appearance will change.
When the right consolidation type has been selected, this can be confirmed by clicking the check mark. A preview of the guest bill is displayed. This can be printed by clicking the printer icon. See Postgroups for more detailed information on consolidation.
Preview on screen - Can be checked if the user would like to view an example on screen. This only applies to invoices.
Invoice Printing at Checkout
When a folio is checked out and all charges have been settled, the invoice(s) will offer an option as follows:
Once Checkout is complete, the invoice is then saved in the PMS with an invoice number. Invoice numbers are assigned sequentially by an internal generator in the database. The starting generator number can be configured in Option Invoice.
Example of print menu from a checked out folio (where the invoice numbers have been saved for the related subfolios) is shown below.
Invoice numbers can also be accessed from the Invoice Utilities in the Extra Menu. See Invoice Utilities