How to post items and services

For every guest and every reservation you can manually post (or delete) charges to the invoice.

1. Open invoice summary

To post articles or services, please open the Invoice summary of the respective reservation:

• by means of the context menu: Click on the reservation of the respective guests in the room plan or in one of the active lists and open the context menu. When you get there, click on Open invoice.

• in the lists “In house," “Departure," "Invoices" & “Reservations:": Here you can select a reservation / invoice and view the respective document by clicking on the [Open invoice] button.

• Via the "reservation summary" dialog box: Open the reservation dialog box for a reservation and once there, click on the [Invoices] button.
  

  Figure: Reservation dialog

2. Post items and services

In the invoice overview you can add additional services and items to a guest’s invoice.

Please click on the [Post charges] button located in the bottom left of the window. .

1. Room
   Does the reservation contain numerous rooms? Then please enter the name or room number first, for which you would like to post the service. protel Air will help you with the room selection, as you will automatically be given choices that match the number or letter you have typed in.
   If the reservation contains just one room, the room number is already filled in.

2. Item Search
   Enter the Number or Name of the item or select the service from the service over view by clicking on the little arrow:
   Has the entered item been confirmed with <Enter> or selected from the list, protel Air automatically completes all additional data, which can then be manually overridden, if needed.

3. Descr.
   If necessary, the Description can be overridden, e.g., if there is to be another description placed on the invoice.

4. Date
   The current end of day date will be automatically entered as the booking date. Use another date, should the item/service be booked for another day (e.g., later).

5. Unit price
   If this price deviates, e.g., because the clients have received a special rate, the unit price will be able to be overwritten.

6. Qty
   Enter the quantity when booking more than one item.

7. INV: The item can be posted to the default invoice or to any other selectable invoice. Payment instructions are also being taken into account - or being explicitly ignored:

   1. Automatic: If there no payment instructions are defined, the item is posted to the default invoice. If there are payment instructions, the defined rules for postings are taken into account.

   2. Select invoice: If another invoice is selected from this drop-down menu, payment instructions are overridden and the charges are posted to this invoice. If more than one invoice has been created, you can select the respective one here.

   3. New invoice: Creates a new invoice for posting the article.

8. Enter another posting or click on OK to confirm the posting(s).

All of the items and charges which have been booked here are forwarded to the respective guest invoice.

Post fixed charges

Should an item be booked to a guest account on a regular basis (daily) using the same amount, the item can be saved as a fixed charge. The entry of a fixed charge results with the charge being automatically booked to the invoice amount at the end of day.

Examples: Every day, 2 Euros will be charged for the daily paper; the breakfast will be posted additionally if the price is not included; an additional bed will be added, etc.

In protel Air, fixed charges will be booked directly from the reservation summary dialog box (fixed charges tab).

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