Check In Reservation by Payment Method (Cloud) 🎥
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Checking in guests is one of the most common front-desk workflows in Visual Matrix Cloud. While locating the reservation, reviewing guest details, and confirming check-in follow the same steps, the payment method you choose changes what fields you’ll see and how payments post.
Visual Matrix Cloud supports several payment methods at check-in: Cash, Check, City Ledger, and Credit Card. Following the correct method will ensure payments post to the right folio, that accounting is accurate, and your property policies are followed.
Make sure the room is assigned and marked as clean before check-in.
Path: Front Office > Reservations > Search and Open the Reservation
Instructions
1. Review guest details (room type, rate, arrival/departure) and select "Check-In" from the Toolbox on the right.
2. Any prepaid deposit will show, as well as the remaining amount to be paid. Select the method of payment.
Complete Check-In with a Cash Method of Payment
3. Select "Cash" as the method of payment from the drop-down.
4. Select OK to complete the Check-In.
Enter an amount in "Amount Paid" ONLY if cash was collected. This posts to the guest's folio as payment.
5. If setup:
- Registration card will print.
- A window will pop up to create any electronic key.
Complete Check-In with a Check Method of Payment
3. Select "Check" as the method of payment from the drop-down.
4. Select OK to complete the Check-In.
Enter an amount in "Amount Paid" ONLY if a check was collected. This posts to the guest's folio as payment.
5. If setup:
- Registration card will print.
- A window will pop up to create any electronic key.
Complete Check-In wih a City Ledger Method of Payment
3. Select "City Ledger" as the method of payment from the drop-down.
4. Select OK to complete the Check-In.
5. Even if a City Ledger was selected in the reservation, you will be required to select the account once again.
5. If setup:
- Registration card will print.
- A window will pop up to create any electronic key.
Complete Check-In with a Credit Card Method of Payment
3. Select "Credit Card" as the method of payment from the drop-down.
If there are any incidental amounts set up in the credit card interface, they will be added here - except if there is an Incidental B Folio (the incidental amount will be moved to that folio).
4. Select OK to complete the Check-In.
5. Follow the credit card payment process, and click "Continue" once the authorization is completed.
If the card declines, follow property policy (request another form of payment, collect a deposit, or deny check-in).
6. If setup:
- Registration card will print.
- A window will pop up to create any electronic key.
6/7. After payment is confirmed, click OK / Confirm Check-In to complete the process. The reservation status updates to Checked-In.
Only one payment method can be used during check-in. If a guest wants to split the payment between multiple methods, complete check-in with a single method first, then post the additional payments directly to the folio.
Still Need Help With This Topic?
Ask Yourself:
- Did I follow the standard check-in steps before selecting the payment method?
- For City Ledger, did I choose the correct company account?
- For credit cards, did the authorization go through?
Support May Ask You:
- What reservation ID or guest name are you working with?
- Which payment type are you trying to use (Cash, Check, City Ledger, Credit Card)?
- Did the system display any error message at the payment step?
- For City Ledger: which company account was selected?
- For Credit Card: what was the authorization result (approved/declined)?
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