Reception, restaurant and bar under one roof

In a hotel, guests consume in several places: breakfast in the restaurant, drinks at the bar in the evening, something from the minibar. They want to pay for everything at once at check-out. That requires restaurant and bar to be able to charge to their room, and reception to see everything on one invoice at departure. This guide shows how to set this up with bessa.

The recommended setup

All stations belong to one Main Sales Point. Only then do restaurant and bar see reception's rooms and can charge to them; two Main Sales Points do not exchange bookings. See Wireless ordering on Sub-Terminals and Plan the order flow.

Step 1: Create floors and guest rooms

Floors and guest rooms are enabled by bessa or your POS dealer. Then you create them in the bessa Manager:

1. Under Locations → Areas, one area of type Floor per floor.

2. Under Locations → Order groups, one order group of type Room per guest room with the room number.

Create restaurant and bar alongside as usual as areas of type Room with tables. Details in Areas & Order Groups.

Step 2: Check-in at reception

At check-in, reception creates a booking for the room at the Sales Point: start, planned end, the guest or the company as customer and, if you use room cards, the card's number as External ID, easiest by scanning the card. The instructions are in Guest Room Bookings.

Step 3: Charge to the room

In restaurant and bar, orders are booked as usual. If the guest wants to charge it to the room:

1. When paying, choose the Room payment method and tap Pay.

2. Find the room by room number or guest name, or scan the room card.

3. Confirm. The articles are transferred to the room, and the Sales Point prints a transfer slip with a signature line for the guest.

No invoice is created yet; tax is applied at check-out. If only part should go to the room, select the articles first. Tips cannot be charged to a room. Details in Checkout and pay.

Step 4: Check-out

At departure, reception opens the room and taps Pay. The invoice covers overnight stay, breakfast, restaurant, bar and minibar and shows the period of stay if it extends beyond the invoice date. If several guests of one room pay separately, or the company only covers the overnight stay, split the bill as at a table, see Split the bill.

Companies with employee stays

If employees of a company stay with you regularly and the company wants one invoice per month, do not settle the room at check-out but book it onto the company's account with the Account payment method. To do so, create the company as a customer and its employees as addresses of the company. Each booked order records room, employee and stay, and at the end of the month the company pays for all stays with one invoice. The complete procedure is shown in Company account with a collective invoice for employees.

With hotel software

If you work with the Casablanca hotel software, its check-ins appear at the Sales Point alongside your own room bookings. Charges to them go to Casablanca and are settled there at check-out. bessa sets up the connection per Sales Point. See Charging Orders to a Room in the Hotel Software.

Frequently asked questions

Why can't the bar see a room? Either it isn't checked in because the booking's start or end doesn't fit, or the bar is a Main Sales Point of its own instead of a Sub-Terminal of reception.

Can a company pay for its employees' rooms together? Yes. Book each room onto the company's customer account at check-out and settle the account with one invoice at the end of the month, see Companies with employee stays.

Related topics

• Guest Room Bookings

• Areas & Order Groups

• Checkout and pay

• Table service with handhelds

• Company account with a collective invoice for employees

• Term: Guest room