Billing Screen

From Reservations: To access the Billing screen for the current reservation, select the Billing button from the Reservation Options menu. The Reservation Options menu is accessible from the Reservation screen or from the Reservation Search screen.

From the Dashboard. To access the guest's Billing screen, select the Check Out or the View Charges button in the Cashiering section of the screen. If using the Reservation Dashboard 3, then the hyperlinks of Guest Folio direct the user to the guest’s Billing screen.

From Cashiering: To access guest Billing screens, select Cashiering > Billing. The In House Guest Search screen appears. Use this screen to select the guests whose Billing screens you wish to access.

Note: The CASHIERING > BYPASS CASHIER LOGIN application parameter may be used to speed access to Cashiering functions for users having a cashier ID associated with their user ID. If the CASHIERING > BYPASS CASHIER LOGIN application parameter is set to Y, and if you have previously logged in to Cashiering and the Cashier is still open, the Cashier Login screen does not appear when subsequently accessing Cashiering functions. If BYPASS CASHIER LOGIN is set to N (the default), you are prompted for a Cashier Login each time a Cashiering function is accessed.

Note: When a Cashier logs in, and the Cashier ID or Floating Cashier ID that is being used by the user is not open, the user is prompted to open the Cashier. This message prompt can be hidden with the Popup Blocker functionality. See Popup Blocker for details.

Note: When the CASHIERING > NOSHOWS AND CANCELLATION POSTINGS application function is set to Y and you access the Billing screen for a cancelled or no show reservation that has a deposit, a prompt asks if you would like to post the deposit amount to the folio. Select Yes to post the deposit and go the Billing screen. Select No to go to the Billing screen without posting the deposit. The prompt will not appear if the deposit has been automatically posted to the folio by the end-of-day routine.

The Billing screen is the starting point for most of the major Cashiering activities. You can view the guest's complete bill, post additional charges, correct existing charges, adjust earlier transactions, and perform check outs, as well as many other guest-related billing activities.

General Screen Features

Title Bar. The name and room number of the guest whose billing information is currently displayed are shown in the title bar.

Note: When the RESERVATIONS > CASHIERING FLOW AT CHECK IN / DURING STAY application setting is set to Force Advance Bill, Force Payment, or Force Advance Bill and Payment, and there is a key interface configured and active at the property, a view-only field shows the date through which the key generated for this reservation is valid and the key PIN code in the following format: Key valid date / Key PIN code.

Header Section. The top part of the screen shows the reservation details for this guest, including the guest's current account balance, arrival and departure dates, reservation status, rate, rate code, company/group attached to the reservation, number of persons, and room type. The reservation information is for reference only and cannot be changed on this screen. To review complete reservation details, select the Options button to display Billing Options; then select the Reservation button.

Guest Name Buttons. If you chose multiple guests on the In House Guest Search screen (or if the guest you selected is sharing with other guests and the CASHIERING > AUTO OPEN SHARE WITHS application parameter is set to Y), buttons along the bottom of the grid show the last names and first name of the guests you selected. The buttons are arrayed in the reverse of the order in which you selected the guests; the screen initially displays the bill of the last guest you selected. Click on any of these buttons to display the bill for that guest. Position your cursor over a button to see the guest's room number, reservation status, and total balance.

When the CASHIERING > FOLIO STYLES application parameter is set to Y and multiple reservations have been opened on the Billing screen, all of the reservations will be assigned the Folio Style that is defined by the CASHIERING > FOLIO STYLE application setting by default. But should the folio style for one of the reservations be updated by using the Folio button on the Billing screen, this will only effect that individual reservation and none of the other reservations that have been opened on the Billing screen.

Note: As an option, the In House Guest Search screen allows you to search for guests who have checked out on the current business date. On the Billing screen, buttons for such guests show the guest name in red type.

Note: When the CASHIERING > AUTO OPEN SHARE WITHS application parameter is set to Y, and you access the bill for a guest who is sharing, bills for up to 6 related sharers are automatically opened in the Billing screen.

Lamps. At the bottom of the Billing screen, lamps appear for any of the functions that apply to the currently selected guest: Locator, Shares, Messages, Traces, Comments, Routing, Authorize Direct Billing, Transport, and Member (see Indicator Lamps for a complete list and details).

Note: The Transport lamp is available when the RESERVATIONS > TRANSPORTATION application parameter is set to Y.

Note: When the RATES > APARTMENT STYLE BILLING application function is set to Y, the Lease Balance will display in blue text in the lower left hand section of the screen. The Lease Balance is the asb_flag transaction indicator that marks each charge in the FINANCIAL_TRANSACTIONS table. Transactions that are flagged as [N]ightly Rental Posting and [W]aived Nights Rental Posting are included in the Lease Balance amount. Balance includes transactions that are flagged [A]partment Style Rental Cycle and [O]ffsetting Transactions for Rental Charge for an Apartment Style Rental Cycle, which includes the lump sum total lease amount.

When using the Lease Balance option, the screen includes a Lease Balance amount column and a Balance column. If the reservation does not have an ASB rate, the Lease Balance amount will be equal to the Balance amount.

Billing Screen Windows Header. In the header of the Billing screen, the guest name is displayed along with the payment type assigned to the window and the total amount owed for that billing window. When the RESERVATIONS > PAYMENT TYPES PER WINDOW application function is set to Y and a credit card has been assigned to a window or windows, then the last 4 digits of the credit card are displayed in blue text beside the credit card payment type for reference.

Billing Screen Windows. The grid section of the Billing screen shows the transactions posted to the guest's bill throughout the stay. Entries highlighted in yellow indicate that the transaction originated at another property and was made via OPERA's Cross Property Posting feature. By default, all information is initially shown in a single billing window. However, each guest may have up to eight windows, giving you the option to separate and organize charges in whatever way is convenient for you or for the guest. Each window can be accessed by selecting its numbered tab along the right-hand side of the grid area. Hover your mouse over any of the numbered tabs to see a tool tip that shows you the current balance for the transactions on that window, and the number of postings.

Comp Windows - If the OPERA Comp Accounting interface (license code OPP_GCA Comp Accounting) is active, you may have up to 8 additional windows, called "comp windows," numbered 101, 102, 103, ... 108. These windows are used to receive complimentary transactions that are routed or transferred by authorized staff members. See About the OPERA Gaming Interface and Routing Transactions for details. Hover your mouse over any of the comp window tabs to see a tool tip that shows you the current balance for the transactions on that window, the number of postings, and the comp type assigned to the window, if any.

Note: When the OPP_GCA Comp Accounting license is active, folios are not printed for comp windows during checkout. You may, however, print a folio for a comp window by using the Billing screen Folio button, or by accessing the folio from the Folio History screen or via AR Account Maintenance, as appropriate.

Drag and Drop - You can use drag and drop functionality to move charges from window to window, with a few limitations:

Contact your system administrator if you are unsure whether drag and drop functionality is enabled at your property.

In addition to the drag-and-drop method of moving charges between windows, you can right-click on a transaction and select the Transfer to Window option (see Right- Click Quick Menu Options, below).

See Managing the Billing Screen for complete details on how to set up windows and move transactions between windows.

Note: You may also use routing instructions to automatically insert transactions in a specific window (see Routing Transactions for details).

Making Windows Active. When posting a transaction or performing other Billing screen activities, you are usually concerned with one window at a time. The window you are dealing with is called the active window. A Billing screen window becomes active when you click anywhere inside it. You may also click on the numbered tabs along the right-hand side of the grid area to select any of the available windows and make it active. If you are using the keyboard, make a window active by selecting [Alt] plus the number of the window. The active window is outlined in blue.

Selecting Transactions. To designate the transaction to apply a Cashiering function (such as Edit) to, highlight the transaction before selecting the function button. To select more than one transaction for a Cashiering function that can be applied to multiple transactions (for example, Transfer To Window, Split Transaction or Adjust Transaction right-click Quick Menu options), you must first mark the transactions in the X column on the left side of the grid. To do so, click in the X column. Alternatively, you may highlight the transaction and press the spacebar to mark the X column. The Select All / Unselect All buttons may be used to mark or un-mark all transactions in the active window.

Right-Click Quick Menu Options

You can right-click inside any Billing screen window to display the Quick Menu. This feature allows you quick access to the most used billing functions while you are working with the Billing screen.

Note: Certain right-click options are not available when you are viewing Billing screen windows for checked out guests.

Add Guest View. To add a guest to the selection of guest bills being viewed, select this option. The In House Guest Search screen displays, allowing you to add another guest to the current selection.

Remove Guest View. To remove the guest bill currently being viewed, select this option. This option is available only if more than one guest was selected on the In-House Guest Search screen.

View Summarized Transactions /View Detailed Transactions. You may toggle between these two options on the Quick Menu. The detailed transaction view is the default. To group all similar transactions on one line on the bill, select View Summarized Transactions. If there are several separate postings for a given transaction type— Room Service Food, for example — View Summarized Transactions will display a single entry for "Room Service Food" with a total amount. Totals for each applicable tax will display as separate line items. Text on the summarized view screen is shown in italics type to help you distinguish it from the detailed view screen. To return to the detailed view, select View Detailed Transactions.

Note: You cannot move transactions when they are displayed in a Summarized view window. Before attempting to move transactions that are in Summarized view, right-click in the window and select the View Detailed Transactions Quick Menu option.

View Nightly Room Charges. Available when the OPV_<version number> OPERA Vacation Ownership license is active and the RATES > APARTMENT STYLE BILLING application function is set to Y, this displays the Nightly Room Charges screen and displays a breakdown of any nightly charges where the rate code attached to the reservation has been configured as an ASB Rate.

Delete Transaction. The selected transaction is deleted from the guest's bill. The transaction cannot have been processed in Night Audit and cannot be a payment posting. In other words, it must be a current day charge. You will be prompted to confirm your decision and to select a reason for this action. You must use the Adjust Transaction Quick Menu option if the transaction has been processed by Night Audit.

Reverse Direct Bill. Available for direct bill transactions only (i.e., direct bill payments). Use this option to delete direct bill transactions. (Available only if the CASHIERING > FOLIO NO REPRINT application parameter is set to N.)

Next Guest/Previous Guest. Use these options to browse forward or backward through the guest bills you have selected to view.

Screen View. Select how you want Billing screen windows displayed. Full = each window is displayed by itself; Split = the screen is divided so that two windows are displayed at one time; Quad = the screen is divided so that four windows are displayed at one time. When you select Split or Quad, new windows are added, if necessary, to create the necessary number of windows.

Split Transaction. Split each selected transaction charge into two separate transactions. Select the amount or percentage you wish to split. Generates, such as taxes and service charges, are automatically re-computed for any split transactions where they apply. (See Split Transactions for details.)

Transfer Transaction. Use this option to move one or more transactions (or part of a transaction) to another guest bill. This function combines the ability to split a partial amount off the transaction as part of the transfer process. (See Transfer Transactions for details.) You may use routing instructions to automatically transfer certain transactions to another room. (See Routing Transactions for details.)

Research Transaction. Use this option to display the Research Transactions screen where you may filter and sort the postings for this reservation, and access the Transfer Transactions screen options for the selected postings.

Adjust Transaction. This option allows you to adjust transactions by selected postings, by selected transaction codes/routing codes, or by check number. Changes to transaction Price, Quantity, and Amount can be made using the Edit Transaction feature on the same date as the posting was made. Using the Adjustment feature, on the other hand, approaches the task from a "bookkeeping" perspective — the change is entered into the system as a separate transaction that counterbalances a previous transaction posted on or before the current business date. (See Adjustments for details.) When an ASB Rate code, when the RATE > APARTMENT STYLE BILLING application function is active, is attached to the room posting, the Adjust Transaction option is not available for selection from the Billing screen.

Transfer to Window. The selected transaction or transactions, including rental postings, are moved from the current window to one of the other available windows. (A transaction cannot be moved to the current window.) If the target window does not exist, it will be opened, including any windows between the current window and the target window. "Drag and drop" may also be used to move transactions between windows, provided the target window is already opened.

If the CASHIERING > ROLLUP TRANSACTIONS application parameter is set to Y, you may transfer one or more of the transactions that are rolled up under a single check. To transfer all the rolled up transactions, mark the transaction that has the + sign in the Code column. Or, to transfer individual charges, expand the rolled up transaction by clicking on the + sign and mark the individual transactions you wish to transfer. Selecting individual tax transactions will automatically transfer the main transaction associated with the tax.

Note: If the OPERA Comp Accounting interface (license code OPP_GCA Comp Accounting) is active, the comp windows (101 through 108) are available. When moving a transaction to a comp window, you are prompted for the authorizer password belonging to the authorizer for the target window if the COMP ACCOUNTING > AUTHORIZER PASSWORD REQUIRED application parameter is set to Y. The type of transaction you are moving must be specifically attached to the list of transaction codes assigned to that authorizer ID.

Note: When transferring payments between Billing screen windows, the transaction code setup options that apply to a payment transaction code (see Configuration > Codes > Transaction Codes) determine whether the payments may be transferred from one window to another. For example, a payment made using a payment transaction code that is configured for Cashier Payments (Windows 1-8), may not be transferred to a Billing screen comp window unless the payment transaction code is also configured for Comp Payments (Windows 101- 108). See Payment screen and Transaction Code Setup for more information.

Transfer to Owner. When the OPV_<version number> OPERA Vacation Ownership license is active and the OWNERSHIP > TRANSFER OWNER application function is set to Y, this option allows you to transfer selected Owner and Authorized User charges to the Owner account in OVOS. Items are transferred with a payment type of direct bill (DB), and the owner can check out without going through the Front Office process and without setting up a separate owner account in AR.

Also, if an owner wants to transfer their additional charges from a stay to their account, this can be done by first right clicking on the charges, selecting Transfer to Owner, and then selecting one of the available windows. If there are multiple owners for a unit, the user must select to which owner's account the charges should be transferred.

Once the charges have been transferred to a separate window, it is then possible to check out the charges to city ledger/direct bill, where the charges will not appear in the regular AR transfer area but instead directly on the owner's account. If the user does not selected the Transfer to Owner prior to attempting to check out the charges to city ledger/direct bill, OPERA treats these charges as regular direct bill/city ledger checkout to AR and will prompt for an AR number.

Also once the charges have been transferred to a separate window, Routing Instructions for the window is automatically created and the Payment for the billing window will automatically inherit the Direct Bill payment type.

Note: In the event that the balance that is transferred to the owner's account (represented as the internal 7070I transaction code) is a negative or zero amount (taking note of revenues and applied deductions for the contract), no line item will display on the owner's account.

New Window. Add another window to the guest's Billing screen. (This option is not available if you already have 8 windows opened.) All guests begin with one window. You have the option of adding up to seven more windows in order to separate charges for the guest. Depending on your Screen View option, you can show 1 window (Full), 2 windows (Split) or 4 windows (Quad) at a time. Windows are added in accordance with the Screen View option you have selected. For example, assume you have the Quad Screen View option selected, and you have one window opened. When you add a new window, your Billing screen will first split to show two windows (windows 1 and 2). If you add another window, your Billing screen will change to show 4 windows (windows 1, 2, 3, and 4). If you add a window 5, it will display by itself; if you add window 6, two windows will display (windows 5 and 6). Finally, if you add another window, four windows will display (windows 5, 6, 7, and 8)

Delete Window. Delete the active window from the guest's Billing screen. In order to delete a window, it must not contain any transactions. Move transactions to another window before deleting the window.

Deleting Comp Window 101

Comp window 101 is designated as a "default" comp window and it cannot be deleted if at least one charge has been routed or transferred to any of the comp windows.

Example 1

Create a reservation with comp routing for transaction code 1000 to comp window 101. Manually post a charge to transaction code 1000. The charge is automatically routed to window 101. Manually move this charge to window 1 (internally this creates a negative charge on window 101). Now focus on window 101 where there are no longer any charges shown. Right click and notice that the Delete window option is not available. Window 101 cannot be deleted because of the negative internal charge associated with it.

Example 2

Create a reservation with comp routing for transaction code 1000 to comp window 102. Manually post a charge to transaction code 1000. The charge is automatically routed to window 102. (This action automatically creates window 101 as well.) Manually move this charge to window 1 (internally this creates a negative charge on window 102) although there will no longer be a charge showing in this window because it has been moved to window 1. Now focus on window 102; right click and delete the window by selecting the Delete window option. Window 102 will be deleted and the internal negative charge on window 102 is moved to window 101. Window 101 cannot be deleted because of the negative internal charge now associated with it.

POS Check Details. Displays the check details for any transaction posted via POS interface. The POS Check Details screen appears.

Header Fields

Following is an explanation of the Billing screen header fields. The information shown in these fields is view-only.

Name. (Shown in title bar.) Primary name on the reservation.

Room. (Shown in title bar.) The guest's room number.

Balance. The guest's current account balance.

Status. Status of the reservation.

Arrival. Arrival date of the reservation.

Departure. Departure date of the reservation.

Company. Attached company profile, if any.

Group. Attached group profile, if any.

Rate Code. Rate code for the reservation.

Rate. The room rate, including the currency when the RATES > MULTI CURRENCY application parameter is set to Y.

Note: If the RATES > MULTI CURRENCY application parameter is set to Y and rate codes are configured in various currencies, the rate amount displayed is based on the currency of the rate code.

Prs. Number of person's associated to the reservation.

Rate Code. Rate code assigned to the reservation.

Billing Window Fields

Billing screen windows show the basic information about all posted transactions for the guest's current stay. (Additional details may be available by highlighting the transaction and selecting the Edit button to view complete information about the transaction.)

In order to see all the available information fields for a transaction, highlight the transaction and use the scroll bar to view fields not currently displayed. To sort transactions by the entries in any column, click in the column header. For example, to sort the entries in a window by ascending transaction code, click on the Code column header. Also, the Date, Code, Description, Amount, and Supplement, columns can be resized by clicking and holding the mouse on the right side of the column when the double-arrow is displayed. For the Reference column, it can only be widened and cannot be made smaller than its default width of when the screen was opened.

A couple of points to make about resizing the columns are:

The title bar of each billing window displays the name of the guest assigned to that window number, the payment type assigned to the window, and the remaining balance.

Note: When the CASHIERING > ACCOUNTS RECEIVABLES application function is set to Y, after a reservation has checked out Posting Adjustments Transactions can still be applied directly to a guest folio from an XML Interface Type Vendor using the AR Invoice Number. See View Invoices and Manage Invoice Details for details.

X. An X in this column indicates that the record is selected for a Cashiering function.

Date. Date the transaction took place in the short date format defined for this property. The Edit Transaction Details screen (select the Edit button) shows the posting time as well as the date. OPERA advances the business date only after the completion of the Night Audit; this means that there may be some charges made after midnight which show the previous day's date.

Code. Transaction code. Each type of transaction has a unique code that identifies it and determines how it is handled by OPERA's internal accounting routines. When a posting is composed of more than one transaction (for example, when tax is automatically generated and added to a food and beverage charge), a separate transaction code may apply to each component, or "line item," of the posting. In these cases, the associated transactions may be "rolled up", and a plus sign (+) appears in the Code field. Double click on the plus sign to display the line items that are part of the posting. The application parameter CASHIERING > ROLLUP TRANSACTIONS must be set to Y (made active) in order to enable this functionality.

Rolled up transactions show the description of the first posting made to a check number, or in the event that arrangement codes are used, the arrangement code text attached to the first transaction code that is posted. When expanding the rolled up transaction, the individual transactions are shown in transaction date order, then by type of transaction, then by transaction number.

For room transactions that are associated to a rental property and have an ASB Rate code, when the RATES > APARTMENT STYLE BILLING application function is active, only Type Payment or Rent are displayed in this column on the Billing screen. The Payment and daily transaction details are displayed on the detail folio.

Note: Transaction codes that belong to the same subgroup will be grouped together, for the same date, on the Billing screen and Folio Styles 1, 9, 10, 11, 14, 16, 15, 19, 24.

Description. Description of the transaction code. If a Check Number applies to the transaction, that number follows the description. Check Numbers may have been entered manually when the charge was posted, or they may be generated automatically by a POS transaction.

Amount. Amount of the transaction. Net amounts and taxes are shown separately. For rolled-up transactions (where a plus sign appears in the Code column), the Amount is the total of all line item transactions, including applicable taxes. Double-click on the plus sign to see the individual transaction net amounts.

Supplement. Additional information regarding the transaction. This field is generally reserved for the guest credit card number.

Note: When the user permission, Reservations > Credit Card Information View, is granted to a user and the credit card has not been purged, the user can view the credit card numbers by double-clicking on the credit number in the Supplement column.

Reference. Transaction reference information. This field is generally reserved for the guest credit card expiration date. It may also include any automatically generated taxes for the previously listed transaction.

Note: If the CASHIERING > DEFERRED TAXES application function is set to Y, taxes are not calculated until the guest checks out.

Note: When the IFC > SWAP REFERENCE AND SUPPLEMENT application parameter is set to Y and a value exists in the Reference field on the Postings tab from the Configuration > Setup > Property Interfaces > Interface Configuration, any interface posting's will have the Reference information displayed under the Supplement column. Depending on the how the default folio is setup it will either display supplement or reference field information on it. Switching this parameter will make the posted charge have different data in the different fields and will display differently on the billing screen as well as the folio.

Button Functions

The Billing screen function buttons apply to one or more selected transactions (for example, Edit or Split), or to the entire guest bill (for example, Preview, Settlement, or Checkout), depending on the function selected.

In an integrated PMS/ORS environment, whenever a reservation has a status of "In House" or "Due Out" and the guest has a membership type configured as both "Primary" and "Central Managed," the Membership Award Payments screen will open when either the Payment, Check Out, or Settlement button is selected.

Select All / Unselect All. Use Select All to mark all transactions listed in the active window for a Cashiering function that can be applied to multiple transactions (for example, Transfer or Adjustment). An X will appear in the left column for every transaction shown in the window. You may switch to another window and continue selecting transactions without affecting the choices you have already made. Use Unselect All to remove the Xs from the left column for all selected transactions in the active window.

SV Redeem. Stored Value Program requires an interface license for an IFC_TYPE that is a Stored Value System (SVS) or a credit card Vendor that supports Stored Value. Select this button to make a payment with a gift card. See IFC Account for details.

Post. Select this function to manually apply charges to a guest bill (for example, room and taxes, food and beverage, etc.). See Posting Transactions for details.

Note: If the No Post flag has been set on the guest's reservation Privileges screen (a No Post lamp displays in the lower part of the Transaction Posting screen), the warning prompt: "<Room number> has No Post flag on. Do you want to post anyway?" displays prior to entering the Transaction Posting screen. You must select Yes to proceed to the Transaction Posting screen or No to return to the Billing screen.

Note: When the OPV_<version number> OPERA Vacation Ownership license code is active, making a negative room posting on the guest folio (assuming the room revenue is configured to calculate as Owner Revenue) will not be reflected on the owner account. All revenue adjustments for an owner account need to be made through the Ownership > Owner Account > Revenue Adjustments menu option.

Edit. Display the details of a transaction. Alternatively, you may double-click on the transaction Description to display the transaction details. Use Edit to review the information and make corrections to details such as price and quantity, provided that the transaction has not been processed by the End of Day routine (that is, on the same day as the posting). (See Edit Transactions for details.) If the transaction has been audited you must use the Adjustment function.

Note: Transactions for guests who have already checked out will display in View Only mode. If the guest is currently checked out (same day) you may Reinstate them to post additional transactions.

Folio. Preview and/or prepare a printed copy of the guest folio.

Note: When generating the Banquet Check in Folio Style 21 or 22, and the banquet charges have been distributed across multiple windows in the Billing Screen, the banquet check is generated only for the window that has the active cursor.

The Folio Options screen appears. Select either the Print or Preview button. If you select Preview, you may also print the folio from the preview display. Preview is the default. To include only transactions for a specific date range, use the calendar tools to specify a From Date and To Date. The default is the range of dates from the guest's arrival date to the current business date. To change the folio style from the default (its number is shown to the right of the button), select the Folio Style button to display the Folio Style screen (see Folio Styles for details). Select OK to preview or print. Select ALT+I to skip the Folio Options screen and print the folio automatically.

Note: When the CASHIERING > PRINT RECEIPT application setting is set to Always or Ask to Print, then a Copies of Receipt numeric field is displayed and the number of receipts to print can be entered in it. The number of copies defaults to the number that is setup for the receipt in Configuration > Setup > Report Setup > Reports (See Report Setup for details).

Note: If the GENERAL > PROFILE LANGUAGE application parameter is set to Y, folios are printed in the language of the guest or the window payee (if the payee is different from the guest).

Note: When viewing/printing a folio for a Billing window, the cashier number/ID that posted the very first transaction into that billing window will be displayed on the folio.

Payment. When granted the Post Payment user permission, select the Payment button to apply a payment to the guest's account. See Payment for details.

Settlement. This button toggles with the Check Out button depending on the guest's departure date. Settlement is available prior to the guest's departure date. When End of Day processing changes the current date to the guest's departure date, the Check Out button becomes available. The Settlement button may be used to settle the guest account and check the guest out from the room before the reservation departure date (Early Departure); to provide Interim Billing; or to prepare an Advance Bill. If you are using multiple windows, it does not matter which window is active. See Settlement for details.

Check Out. This button toggles with the Settlement button, depending on the guest's departure date. When Night Audit changes the current date to the guest's departure date, the Checkout button becomes available. Select this button to settle the guest account and check the guest out of the room. If you are using multiple windows, it does not matter which window is active. See Checkout for details.

The CASHIERING > FOLIO PRINTING (1-8) application setting (for windows 1 - 8 of the Billing screen) determines how the folio is generated when selecting the Settlement or Check Out button:

When the OPP_GCA Comp Accounting and Gaming license is active, the COMP ACCOUNTING > FOLIO PRINTING (101-108) application setting (for windows 101 - 108 of the Billing screen) functions as above when the COMP ACCOUNTING > AUTO SETTLE COMP FOLIO application function is set to N. When the COMP ACCOUNTING > AUTO SETTLE COMP FOLIO application function is set to Y, the following behavior applies when selecting the Check Out button:

When the CASHIERING > EMAIL ZERO BALANCE FOLIO application parameter is active and a zero balance billing window is being settled that has any transaction without a bill number assigned, the Email Folio screen appears to select e-mail addresses.

Close Folio. Available if the CASHIERING > OPEN FOLIO application parameter is set to Y the CASHIERING > OPEN FOLIO CLOSURE application setting can be set to Unrestricted, which allows the guest to be checked out with an open folio (see Checkout for details), the Check Out/Settlement button changes to Close Folio. When the CASHIERING > OPEN FOLIO CLOSURE application setting is set to Immediate, the user is forced to close the open folio before exiting the Billing screen.

Reinstate. If you inadvertently checked out a guest and need to reinstate their reservation, use the Reinstate button. This button is only available when you are viewing a bill belonging to a guest who was checked out on the current day; it is not available if end of day processing has closed the account. When you reinstate, you are asked if you want to reconnect the reinstated bill to the telephone and POS interfaces. You are also asked if you want to reinstate to the same room. In most cases, you will answer Yes. The status of the reservation is then changed back to CHECKED IN or DUE OUT, depending on the reservation departure date.

Note: The Reinstate button is unavailable unless the Billing screen is accessed from the Cashiering > Billing menu option.

Note: When a reservation that has been checked out is reinstated, and the previously occupied room is already assigned to another guest, OPERA displays a message telling you: "Room <room number> is already booked to <guest> whose arrival date is <date> and departure date is <date>. Continue to reinstate?" If you reply Yes, OPERA reinstates the guest and a share is automatically created with the in-house guest. (See Shares for details.)

Note: Shares are not allowed between a reservation that is assigned to a block and a reservation that does not belong to the same block. If you attempt to reinstate a non-block reservation into a room occupied by a block reservation a message will advise you that reinstating is not allowed. But a reinstatement of an individual reservation into a room which is assigned to a block reservation that has not yet checked in can be completed.

Reopen Folio. If the CASHIERING > OPEN FOLIO application parameter is set to Y (this parameter is only available if the CASHIERING > POST STAY CHARGES application function is also set to Y) and you are viewing a bill belonging to a guest who was checked out on the current day, selecting the Reinstate button presents another option: Reopen Folio. Following end of day processing, the Reinstate button does not appear on the checked out guest's Billing screen; however, the Reopen button is available. In either case, selecting the Reopen Folio feature allows you to open the checked-out guest's folio and modify the folio after checkout.

Note: The Reopen button is unavailable unless the Billing screen is accessed from the Cashiering > Billing menu option.

Note: The ability to reopen a folio is also controlled by the user group to which you are assigned. In addition, your user group determines the period after checkout during which you may reopen the folio (e.g., 5 days following checkout, 10days following checkout, etc.). See User Groups for details.

Your capabilities when working with a reopened folio include the following:

The CASHIERING > OPEN FOLIO CLOSURE application setting determines whether you must close the reopened folio before leaving the Billing screen (Immediately setting), or whether you may leave the Billing screen and close the reopened folio at some other time (Unrestricted setting; the default).

Note: If the CASHIERING > OPEN FOLIO CLOSURE application setting is set to Immediately and you end your OPERA session without closing the reopened folio, end of day processing will flag the open folio and require that it be closed.

Options. Select the Options button to access the Billing Options menu. These function buttons allow you to perform additional Cashiering activities for the guest bill that is currently active. Which options appear on your menu depends on the features which are active at your property, and your user permissions. See Billing Options for details.

When the GENERAL > ENHANCED OPTIONS MANAGEMENT application parameter is set to Y you have another way of quickly accessing options. You can press Ctrl+T to display the blue Option field.

To view all the available options in alphabetical order, scroll through the options list by selecting the Up and Down arrow keys. Press Enter to select the displayed option and open the corresponding option screen.

Or, instead of scrolling through the options list, type the first three letters of the desired option. The corresponding options screen appears. (For example, type c-a-n for Cancel.)

You may also enter the first letter of the desired option and all options beginning with that letter will appear in alphabetical order as you scroll. To scroll, use the arrow keys or repeatedly press the beginning letter key. For example, if you typed a-a-a-a you might scroll through the options of Accompanying, Add on, Agent/Company, Alerts. Press Enter to open the desired option.

See Also

Billing Search

Routing Transactions

Indicator Lamps

Managing the Billing Screen

Moving Transactions Between Windows

Billing Options

Edit (Correct) Transactions


Pre- Stay and Post-Stay Charging

Delete Transactions


Folio Options

Split Transactions


Reinstate Checked Out Guest

Transfer Transactions


Membership Award Payment


Folio Styles


Posting Transactions

Cross Property Posting