Check In "Room & Tax"/"All Charges" Group Reservations (Cloud) 🎥
There are three available "Guarantee Types" for a group, and each selection determines how charges will be posted—either individually on each room or collectively on the group master account. When the group is configured to transfer charges to the group master folio, there are two methods to check in reservations: firstly, during the group master check-in, and secondly, by checking in each reservation independently.
Check-in Reservations with the Group Master
Path: Front Office > Group > Search
1. Check the Guarantee type.
2. Select Check In from the Tools Menu.
3. Using the Checkboxes or Select All button, select which rooms associated with the group you wish to check in with the group account to expedite the check-in process. If you need to obtain any individual's guarantee of payment, this will have to be done one by one on each individual reservation.
4. Select OK to proceed in obtaining a group authorization and finalizing the group check-in.
If you do forget to check in the Group Master, it will be automatically checked in during the night audit process.
Rooms that were not checked in during the group check-in process or are arriving on another day will require individual check-in.
If the Group Master is not checked in before the individual rooms and:
- the Guarantee Type is set to Room & Tax or All Charges
- the Post Rm & Tax at Checkin feature is enabled (Management > Property Settings > Parameters)
Then the charges will be posted on each individual room and will not be transferred to the Group Master folio. The charges posting on the individual folio often cause confusion, resulting in an employee temporarily duplicating postings on the Group Master folio if they thought that charges were not posted.
Check-in Reservations independantly
All Charges
When checking in a reservation with all charges set up to be transferred to a group master folio, the amount due for the stay will display as $0.00. This is because all charges are being billed to the group master, eliminating the need for any payment or guarantee from the guest. In such cases, the check-in process must be completed using the "Cash" method. Selecting a check-in with a credit card will not be effective, as it would essentially be requesting an authorization for $0.00, which the system would not recognize.
Room & Tax
When checking in a reservation with room and tax set up to be transferred to a group master folio, the amount due for the stay will only display any incidentals or extras already added to the reservation. If a credit card incidental amount was set up, it will be requested after selecting credit card as the method of payment for check-in.
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