PWA - Managing Billing Instructions

Prerequisites for Managing Reservation Routing Instructions
Use the routing instructions to automate the transfer of selected charges to a specific sub-account (billing window) within the same reservation account or to an entirely different reservation account. This is based on the selection of individual charge transaction codes or predefined groupings of transaction codes known as routing codes. Each reservation account offers a total of eight sub-accounts, allowing you to route charges to sub-accounts #2 through #8. Any charges that are not routed will be posted to sub-account #1, which is always linked to the primary profile associated with the reservation. Each reservation sub-account can be linked to a different profile as the Payee and settled with a different Payment Method. In order to settle charges to City Ledger payment, transferring the sub-account balance to an AR Account as a new invoice, the AR Account profile must selected as the Payee for the reservation sub-account. For more information, see Managing Profile AR Accounts.

When the Routing Limits OPERA Control is active you can also set a limit to the amount that can be routed. For more information, see Routing Limits.

When the Post Stay Charges and Open Folio OPERA Controls are active, (other) room and (sub-account) folio routing instructions can be managed for Open Folio status reservations. For more information, see Using Post Stay Charging and Open Folio Status.

  1. From the Ask Oracle menu navigate either to Arrivals, In-House, or Departures.
  2. Select a reservation.
  3. Select Billing Instructions from the More Actions menu.
The following check boxes can be updated:
  1. No Post: Select check box to prevent interface charges posting to this reservation account. Users manually posting charges are presented with a warning. (Defaults according to the No Post check box for the Payment Method selected. For more information, see Configuring Payment Methods.
  2. Pre-Stay Charging: Select check box to allow charges and payments to be posted to this reservation account (guest ledger) prior to check in. (Available when the Pre Stay Charges OPERA Control is active). Defaults to selected when the Default Pre Stay Charges on Reservation OPERA Control is active. For more information, see About Pre-Stay Charging .
  3. Post Stay Charging: Select check box to allow charges to be posted to this reservation account after check out and prior to the End of Day. (Available when the Post Stay Charges OPERA Control is active). Defaults to selected then the Default Post Stay Charges on Reservation OPERA Control is active. When the Open Folio and the Auto Open Folio During EOD OPERA Controls are active, checked out reservations with a balance due and this check box selected are converted to Open Folio status during End of Day. For more information, see Using Post Stay Charging and Open Folio Status.
You can view existing Routing Instructions and the following details:
  • Window or Room Number
  • Payment Method associated with the Window Number
  • Payee Name and Address
  • Routing Instructions period
  • List of Routing & Transaction Codes

Adding Reservation Routing Instructions

  1. Select the Add drop down and choose between Window or Room Routing Instructions.
    1. Window Room Routing Instructions:
      1. Folio: Select to route charges to a sub-account (2-8) for the current reservation.
      2. Payee: Choose any of the already linked Primary Guest, Company, Travel Agent, Group or Source reservation profiles as the payee
      3. Payee Address: select an address to print on the Folio for the selected Folio Window
      4. Date Range
        1. Entire Stay: Select when routing applies throughout the reservation dates.
        2. Specific Dates: Select when routing apply for specific dates only.
          1. Begin Date: Enter or select the start date.
          2. End Date: Enter or select the end date.
        3. Routing Instructions Per Day: Activate the switch to create separate routing instructions for each day of the stay automatically. (Available when the Routing Limits OPERA Control is active). The switch is activated by default when the Routing Instructions Per Day OPERA Control is active.
      5. Routing / Transaction Codes: Tap or click the Add Code(s) button to select Routing and/or Transaction Codes.
        1. Routing Codes: Select check box to view a list of Routing Codes.
        2. Transaction Codes: Select check box to view a list of Transaction Codes.
        3. Use the filter to enter a partial description of Routing / Transaction Code.
        4. Select one or more codes in the Available tab.
        5. You can view select Routing and Transaction Codes in the Selected tab.
      6. Select the Create to Save The Changes or Create and Add Payment Methods to select a Payment Method for the selected Folio Window.
    2. Room Routing Instructions
      1. Payee Name: Search a reservation by name or room number to route transactions.
      2. Room: Is auto-populated if the selected Payee reservation has a room number assigned
      3. Date Range
        1. Entire Stay: Select when routing applies throughout the reservation dates.
        2. Specific Dates: Select when routing apply for specific dates only.
          1. Begin Date: Enter or select the start date.
          2. End Date: Enter or select the end date.
        3. Routing Instructions Per Day: Activate the switch to create separate routing instructions for each day of the stay automatically. (Available when the Routing Limits OPERA Control is active). The switch is activated by default when the Routing Instructions Per Day OPERA Control is active.
      4. Routing / Transaction Codes: Tap or click the Add Code(s) button to select Routing and/or Transaction Codes.
        1. Routing Codes: Select check box to view a list of Routing Codes.
        2. Transaction Codes: Select check box to view a list of Transaction Codes.
        3. Use the filter to enter a partial description of Routing / Transaction Code.
        4. Select one or more codes in the Available tab.
        5. You can view select Routing and Transaction Codes in the Selected tab.
      5. Select Create to save the changes.

Editing Reservation Routing Instructions

  1. Select the Routing Instructions you want to update and tap it or swipe right and choose Manage.
  2. Tap or click Edit.
  3. Update the details.
  4. Click Update to save the changes.

Deleting Reservation Routing Instructions

  1. Select the Routing Instructions you want to delete and tap it or swipe right and choose Delete.
  2. Tap or click Delete to confirm.

Parent topic: PWA - Managing Reservations