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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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Payment
instructions tab[Reservations dialog box > "Payment instructions tab"]
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Payment instructions manages the distribution of revenues onto various invoices.
For every reservation the payment instructions allow you to define how the revenues from a room reservation are to be booked and billed.
The use of this function facilitates the billing process especially when dealing with group reservations, as these usually include a collective invoice as well as separate invoices to which a part of the revenues are to be rerouted. This is the case for instance when for a company reservation the company assumes all costs of the board and lodging, while the employees pay for individual costs, such as extras.
Redirect charges of a reservation to individual accounts
Routing target destinations can be the following:
Redirect to existing invoice:
Selected charges will posted to an already existing one. The relevant
charges are redirected from the default invoice (no. 1) to the selected
invoice.
For example, a company reservation. You have created a reservation
with two invoice windows. Invoice window 1 with the employee's private
credit card and Invoice window 2 with the company credit card. Accommodation
and breakfast are posted to invoice window 2, while all other Extras
are posted to invoice window 1.
Forward to new invoice window in this reservation: Selected charges will posted to a new invoice window or an already existing one, if available.
Forward to exclusive invoice per room: For selected charges, a single invoice will be created per room when posting the charges (room-based invoice).
Forward to foreign invoice: Selected charges are booked to an invoice outside of this reservation (e.g., passerby invoice, other reservations, etc...).
Redirect to group invoice (ONLY for group invoice): Selected charges will be transferred to the group's invoice.
By default, all of the items and charges for a reservation within a common invoice account. If special revenues are to be booked separately, you can use the payment instructions to determine to which account the respective revenues are to be redirected.
[Reservations dialog box > "Payment instructions tab"]
Open the reservation summary dialog boxfor the respective reservation.
In the left part of the window, click on the Payment instructions tab.
In the lower left part of the window, click on the [Add] button.
A payment instruction consists of up to three conditions:
which account is to receive the post - Target,
for which rooms is the rule valid (all rooms, one room, or a selection of rooms?) - Validity
what is going to be booked (all items, a certain item, or a product group?) -Item selection
In doing so, numerous combinations of routing target, Rate code detail, and item (charges) are possible:
[Reservation dialog > Payment instructions Add / Edit tab > Target]
If you would like to fall back on a template, select it from the
Template section - see following figure. Additional information about
editing templates can be found in the section Using
templates.
To create a new payment instruction, proceed as follows:
First, enter a name for the new payment instruction (e.g., "accommodation costs").
Select a target invoice. The following routing targets are available for selection:
Redirect to existing invoice |
This option routes invoice items to an existing invoice window. For example, company reservation: You have created a reservation with two invoice windows. Invoice window 1 with the employee's private credit card and Invoice window 2 with the company credit card Accommodation and breakfast are to be routed to invoice window 2 Select the desired invoice window from the dropdown list - see next figure:
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Redirect to a new invoice in this reservation |
This option creates a new invoice dialog box within a reservation which enables the posting of revenues. Alternatively, an existing invoice window can also be selected.
Enter a name for the new invoice window (e.g., "Company accommodation costs"). An already existing invoice window can also be selected as the routing target. Enter a recipient (e.g., the guest's company). |
Redirect to a separate invoice per room |
Creates a separate invoice for each room Select the invoice recipient: Booker = booker of the reservation; First guest = first guest in the room. |
Redirect to another invoice |
Revenues are posted to an invoice that does not relate to this reservation (e.g., passerby invoices, other reservations, etc.). Enter a name to search for the invoice recipient. After executing the end-of-day procedure, the revenue is posted to the invoice selected here. |
Redirect to group invoice |
Only for group reservations: Posted revenues are booked to the group invoice. |
If the rule defines only the redirection
target without further restrictions (see above), protel Air posts all
revenues for the reservation to the account defined here (e.g., all revenues
for this reservation are posted to one account per room).
[Reservation Summary dialog > Payment instructions Add / Edit tab > Validity]
Use the Validity period area to limit the rule to one or more rooms (e.g., post revenues from room XY to a separate invoice on arrival day).
Validity period |
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Rooms |
All |
This rule applies to the entire reservation |
Selected rooms |
This rule applies only to the selected room(s). Click the select button
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Time span |
Entire reservation |
This rule applies for the entire time-period. |
Time span |
This rule applies only for selected length of stay |
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Every x days |
The rule is valid for the daily rhythm |
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Nights |
Enter 1 for the first night, 2 for the second night, and so on. Several nights can be separated by a comma (e.g., 2,3). |
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Arrival Date |
This rule applies only for the arrival date |
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Departure date |
This rule applies only for the departure date |
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Days of week |
Please select... |
When necessary, select one or more weekdays during which the rule is to be active. |
[Reservation Summary dialog > Payment instructions Add / Edit tab > Item selection]
You can also restrict rules to a specific item, product group, or package (e.g., post revenues from the “mini-bar” package in room XY to a separate invoice).
All items |
This rule applies to all items & charges |
Room rate |
This rule applies only for the room rate (accommodation) |
Items / Groups |
This rule applies only to the selected item(s). HINT: Instead of only being able to select single items, you can choose from an entire product group (i.e., beverages): Product groups can be identified with an asterisk * in the selection window.
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If one of these articles is posted, the system checks the rules set out in the payment instructions and automatically posts the article to the predefined routing target.
In the invoice summary, protel Air uses the payment instructions to create one or more new invoice windows in which the routed invoice items appear. All invoices are therefore perfectly prepared for check-out.
[Reservations dialog box > "Payment instructions" tab]
If you would like to reuse a saved template, you can select the template as follows:
Open the reservation dialog box for the respective reservation.
In the left part of the window, click on the Payment instructions tab.
In the lower left part of the window, click on the [Add] button.
Select the desired template via the template drop down menu - see figure.
Note: If a template does not appear here, it means that payment instruction templates have not yet been saved in the system.
[Reservations dialog box > "Payment instructions tab"]
You can save each generated payment instruction as a template and reuse them again in any reservation.
Open the reservation summary dialog box for the respective reservation.
In the left part of the window, click on the Payment instructions tab.
In the lower left part of the window, click on the [Add] button.
Enter a name for the payment instruction.
Enter a Routing target and make additional settings in the Validity and Item selection tabs.
Click the [Save as template...] button located at the bottom left of the payment instructions dialog box.
Enter a name for the template and click [OK].
[Reservations dialog box > "Payment instructions tab"]
Open the reservation summaryfor the respective reservation.
In the left part of the window, click on the Payment instructions tab.
In the lower left part of the window, click on the [Add] button.
Select the desired template via the template drop down menu - see following figure.
Edit the payment instruction by changing e.g., the item selection or validity criteria.
Click the [Save as template...] button located at the bottom left of the payment instructions dialog box.
You can now update the opened template: Instead of entering a name for the template, select the Refresh template checkbox - see next figure.
[Reservations dialog box > "Payment instructions tab"]
Open the reservation summaryfor the respective reservation.
In the left part of the window, click on the Payment instructions tab.
In the lower left part of the window, click on the [Add] button.
Select the desired template via the template drop down menu - see figure.
Click the [Save as template...] button located at the bottom left of the payment instructions dialog box.
Enter a name for the copy.
On the basis of the selected template, protel Air creates a copy.
You can then access the copy by means of the Select template drop-down menu.
Assuming we have a group reservation for two rooms with the following occupancy:
Two persons in room 205
One person in room 206
The guests would like to receive separate invoices.
In this case, save the following rule to the payment instructions:
Reservation - Invoice per room, recipient: First guest:
Room: All
Time span: Entire reservation
All items
Click on [OK] to save the changes!
During the next end-of-day routine, protel Air automatically creates a separate invoice for each room: the costs for accommodation and local taxes are redirected to the individual room invoices. The first guest listed in the room is the invoice recipient (only relevant, if there is more than one guest staying in the room).
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to choose the desired rooms. 
