Batch posting allows you to simultaneously post a one-time charge to multiple individually selected rooms, to all rooms in a group, to all rooms associated with one travel agent, or to all checked in guests. For example, batch posting is useful if you want to charge each member in a group for baggage handling; or if you want to charge a number of individual guests for a sightseeing excursion.
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.
To access the batch posting feature, select Cashiering>Cashier Functions>Batch Posting. The Batch Postings screen appears.
This screen allows you to designate the charge to be posted and to whom the transaction will be billed. There are several options for indicating which rooms should be charged for the transaction.
To post to individual rooms, use the Rooms field.
To post to all members of a group, select the group in the Group field.
To post to all guests associated with a particular travel agent, select the travel agent in the Agent field.
To post to all checked in guests, leave the Rooms, Group, and Agent fields blank.
You may combine selections from more than one of these categories. The posting will be charged only once to any room falling into multiple categories. In the example, room 114, selected as an individual room, also happens to belong to the Metro Design group. This will not result in the transaction being posted twice to room 114.
The check boxes in the lower part of the screen let you further refine which rooms will be billed for this transaction.
Following is a description of the fields on this screen.
Trn. Code. Select the down arrow to choose the transaction code from the list of values. When you make a selection, the description of the transaction code appears to the right of the field.
Article. (Available when the Cashiering>Articles application function is set to Y.) If articles are configured for your property, you may choose an article code. See Posting Transactions for details.
Room Nts. Enter the amount of room nights that the batch posting will apply to the guest bills.
Amount. Enter the amount to post to the guest bills. You may post positive or negative amounts.
Supplement. Enter supplementary text regarding this batch posting. The information entered here is displayed in the Reference field on the guest Billing screen. An entry is required in this field when posting negative amounts.
Reference. Transaction reference information. It may also include any automatically generated taxes for the previously listed transaction.
Multiply by Number of Adults. Select the check box to multiply the amount by the number of guests in the room. This option is useful for posting items such as a welcome cocktail or dinner supplement, as the charge for these kinds of items depends on the number of adults in the room.
Override No Post Flag. By default this check box is selected and the No Post flag on guest reservations will have no effect on the batch posting. If the Override No Post Flag option is not selected, guests whose reservations have the No Post flag checked will not be billed for the batch posting.
Display Room Routing Messages. Select the check box to display the room routing message, "Room Number, Guest Name. There are routing instructions for this transaction code. Transfer this posting to Room Number, Guest Name?", should the transaction code selected for the batch posting be included as a Routed Transaction for a reservation that is included in the batch posting. If the message is selected to be displayed, select Yes to complete the batch posting, or No to return to the Batch Posting screen with no postings made. If this check box is not selected, then the Routed posting will automatically be completed, without the message prompt, upon selecting the OK button for the Batch Posting.
Rate Codes. Select the down arrow to select one or more rate codes to filter on which reservations to apply the batch posting based on the rate code attached to the reservation. Filtering and applying a batch posting based on a rate code verifies that the reservations are in-house and have the current business date.
Rooms. Select the down arrow to display the In House Guest Search screen . Choose the guest room numbers to which you are applying the batch posting.
Group. Use the Group field to select room numbers based on a group association. Select the down arrow to display the Profile Search screen and search for the group. When you have made your selection, you are returned to the Batch Postings screen. A message will notify you if there are no rooms associated with the group you have selected.
Agent. Use the Travel Agent field to select room numbers based on a travel agency association. Select the down arrow to display the Profile Search screen and search for the travel agent. When you have made your selection, you are returned to the Batch Postings screen. A message will notify you if there are no rooms associated with the agent you have selected.
Include Guests Due Out Today. Select this check box to include guests who are checking out today in the batch posting. If you select rooms that include guests whose reservation status is DUE OUT, or if the group or travel agent you select is associated with guests whose reservation status is DUE OUT, this check box will be selected automatically and you may not un-check it. This check box is selected manually only when you are posting to all checked in guests and you wish to include guests who are due out today. (By default, when posting to all checked in guests, this box is unchecked and the charge will not be posted to guests due out today.)
Include PM Room. If the group uses a posting master, select this check box if you wish to post the charge to the posting master as well as other any other rooms you have selected. If no posting master exists, selecting this check box will have no effect.
When you have provided the appropriate information on the Batch Postings screen, select the OK button to complete the batch posting.
Note: Unless the target reservation has transaction routing set up to handle the specific transaction code being posted, the posting appears in window 1 of the guest Billing screen by default.
Note: If the target reservation has room routing instructions set up for any of the selected transaction codes, a message will prompt whether you want to continue with the posting for that reservation. Select Yes to continue (the posting will be routed per the routing instructions) or No to discontinue the batch posting for that reservation.
Note: If you have not selected individual rooms, a group, or a travel agent, you will see the following confirmation message: "Posting will be done for all checked in guests." Select Yes to perform the batch post to all checked in guests. If you select No, the batch posting will not be made and you will be returned to the Batch Postings screen where you may change your posting options.
The following message appears next: "Do you want to see the posting details?" Select Yes to view the Posting Detail screen. Select No to return immediately to the Batch Postings screen.
For each room to which the posting has been made, this view-only screen shows the Room Number, Guest Name, Amount Posted, Total New Balance owed by the guest (old balance + current batch posting), an X in the OK column, and a text in the Note column indicating if the transaction was routed to another room/ reservation. If a transaction was routed to another room/reservation, then the Amount Posted column will display 0.00 for the original room.
By default, postings are ordered by the guest's last name. You may click on other column headers to sort the postings by Room number or by Balance.
Unsuccessful postings are not listed.
Select Close to return to the Batch Postings screen.