In this article we will see together how to manage payments, extras and invoicing for group reservations through a real example.
Let's say that from the 15th to the18th of February, for three nights, the Around the World group consisting of 6 people divided into three rooms will stay at your accommodation.
➡️ Visualization of the amounts
By setting the view in compact mode, we immediately see the amounts related to the 3 rooms on the right side of the screen and the overall total on the left side.
➡️ Deposit for the Group
A few days before the arrival, according to the established agreements, the group proceeds with the payment of a 250-euro deposit by bank transfer.
By following the same procedure we use for individual bookings, we can record the payment from the group management page.
At this stage, the due amount in the totals section will be updated.
➡️ Group Extras
Let's imagine that the day of check-in has arrived. Customers arrive at the property and tell us that they wish to have their first corporate dinner in our hotel restaurant. We can therefore record the extra to be paid by the group, not by the individuals. We will therefore have to remove the compact view and add the extra either on one of the rooms (usually Manager’s room) or on the specific rooms but always from the group view page.
There are several extras charged as group level in this reservation.
If they haven’t been added manually, it means that they are the extras associated by default to the selected rate plan.
You can still remove them manually by clicking on the [x] in correspondence of the extras to be removed.
NB any extra registered at the group level will not appear in the detail of the single rooms, as it can only be managed at the group level.
➡️ Individual Extra for a room belonging to the group
Now let's imagine that, after dinner, the Customer staying in the Golden room comes to the Reception to inform us that he intends to rent our bicycles to do some sport on the following day, before starting working.
This is an individual extra, at his expense.
In this case, we access the detail of the room in question:
And we add the Extra in the exact same way
Obviously this extra will not appear on the group page but on an individual level only.
➡️ Check-out and billing
On check-out day, the manager will come to pay the bill with the Company Credit Card.
We will record the collection as described in the paragraph related to the Deposit and create the invoice always from the summary page of the group itself, which includes the costs of each room, the tourist tax by default, together with the extras belonging to the rate plans and those that have been registered at group level.
📢 If you have associated the group to an Agency card with its default invoice options,
The Invoice section will show a second [+] button which will follow the default billing setup saved for the agency in question.
The Scheduled Taking Rules associated with the Payment Gateways also work at the level of group reservations!
➡️ Individual check-out and invoicing
Each individual extra, such as the rental of our client's bike, can be managed by accessing the details of the individual booking.
We’ll have to record the collection in the exact same way and proceed with the issue of the invoice, which will only include the Extra in question.
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Talk to you soon!
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