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Attention!
You can find the updated instructions for them in the new protel Air Online Help. Please note: The migration process is still ongoing. Therefore you may still be able to use some functions as described in this Online Help. For this reason, we will not delete this Online Help yet. If you have any questions, please contact your support!
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In the pay-in and pay-outs list, you can book pay-ins and pay-outs without direct connection to an invoice or a reservation.
Pay-Ins are when cash is collected on the business floor in an ad hoc manner, pay-Outs are when cash from the business floor is distributed to somebody.
Some examples for using petty cash include the following: paying the postal carrier the 30 cents due on a letter being delivered, reimbursing an employee $10 for supplies purchased, or paying $18 for bakery goods delivered for a an early morning meeting. The bookings can be done for various accounts.
For example, if cash is taken out of the hotel cash register, the amount will be booked as a withdrawal for the respective account. At the same time, you can accept pay-ins for each account. This enables you to manage the cash on hand for various accounts in the hotel.
Each booking (pay-in or pay-out) is given its own voucher number. The
voucher with which the system is to start, can be managed via: System
data > My property >
Voucher number. 
learn
more!
The active list shows you all of the booked pay-ins and pay-outs for a certain day or period of time.
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Column |
Description |
Ref. No. |
Each booking (pay-in or pay-out) is allotted its own reference number which will be displayed here. |
Inv. No. |
Only for pay-ins and pay-outs with direct reference to guest: Display of the invoice number, if the respective guest invoice has already been checked out. |
Text |
For payments without direct reference to invoices or reservations , the "Text" column shows the booking which had been entered when the payment had been booked (Cash register > Pay-in / Pay-out). For payments which have been booked via a Passerby invoice, the text "passerby" + the respective invoice number appears. For payments with direct reference to invoices or reservations, the guest's name will be displayed. Has the respective guest invoice already checked out, the invoice number will also appear here. Should the invoice still be open, only the guest name will appear here. |
Amount |
Pay-ins
will now be shown without currency symbols (50.00 Pay-outs will be displayed in red and with a minus symbol (-) in front of the amount, which means that this amount has been subtracted. |
Payment type |
Booked method of payment |
Account |
For pay-ins and pay-outs without direct reference to an invoice or reservation (e.g., payment of a delivery directly from the cash register), the account that had been selected for the booking will be displayed (e.g., "register 1"). Pay-ins and pay-outs with direct reference to a guest will be displayed without accounts, because the payment had been booked by means of the respective guest invoice. |
Created by |
User, who has executed the pay-in/pay-out |
Cash Register No. |
The pay-in/pay-out was executed on the provided cash register number. |
Closure No. |
The pay-in/pay-out was executed on the provided end of day number. |
Foreign currency |
Displays whether the pay-in/pay-out was executed in a foreign currency |
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You can change the display by selecting another date.
By entering a number into the search field, you can search for a certain referencenumber.
By entering a number into the Closure no.., you can search for a certain reference number.
By entering a user name into the User search field, you can search for the creator of a pay-in or pay-out.
You can limit a certain account and/or to a certain method of payment.
In the respective selection list , select the check box in front of the desired account / method of payment - see following illustration.
Selecting the Cash Registers. The pay-in / pay-outs will only be listed for the cash register selected here. Select the respective checkbox to select a certain cash register.
If the check mark has been set, payments with direct reference to invoices or reservations will be displayed (e.g., cash payments from guests or passerbys).
By means of the allotted buttons in the window below, you can execute the following actions for one or more of the marked reservations:
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The dialog box to book a pay-in or pay-out opens. |
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Note!
You must be logged in to a cash register to access this function.
In the Pay-ins / Pay-outs list, click the [Book Pay-ins / Pay-outs] button [Lists > Pay-ins / Pay-outs[
To be able to book pay-ins and pay-outs:
an account will need to be set up
for pay-ins and pay-outs (System data > POS > Payment type >
"Accounts" tab) to learn more!
learn
more!Click on the Cash register > post Pay-ins / Pay-outs.
Select die method of payment (usually "Bar").
Select an Account (e.g., "Buy").
Enter the amount to be payed-in.
If required enter a posting text (e.g., a payment reference.
Verify your entries with [OK].
Click on Cash register > Book Pay-in / Pay-Out
Select die method of payment (usually "Cash").
Select an Account (e.g., "Expenses").
Enter the amount to be payed-out: Put a minus sign (-) in front of the amount, e.g., -112.35:
Figure: Negative amounts will be booked as pay-outs. |
If required enter a postingtext (e.g., a payment reference).
Confirm with [OK].
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© 2022 protel hotelsoftware GmbH |
Use
in Pay-in / Pay-out) - for example used only in cash payments.
€ 50.00 have been paid
in)
at the top right.
