Charging Orders to a Room in the Hotel Software

If your business is connected to the Casablanca hotel software, you can charge open orders straight to a room managed there. The hotel system's current check-ins appear at the Sales Point next to your own room bookings, the revenue goes to Casablanca, and it is settled on the room bill at check-out.

This page describes charging to a room in the hotel software. Charging to a room created in bessa works independently of it and is described under Close out and pay.

Prerequisites

The hotel-software connection package is ordered. bessa enables and configures the connection per Sales Point; it is not a setting you make yourself.
The times of your Sales Point closing match those in Casablanca. If the trading day runs differently in the two systems, revenue falls into different settlement days and the figures drift apart.
The master data is synchronised. Sales Points, users, tables, commodity groups and payment methods are kept in sync between the two systems so that a charge can be assigned in Casablanca.

Sub-Terminals inherit the connection from their Main Sales Point. It is therefore configured on the Main Sales Point. A Sub-Terminal can only decide whether the connection is active on it. It carries connection details of its own either completely or not at all — half its own details are not mixed with the Main Sales Point's but rejected.

Reviewing the Connection in the Manager

For a connected Sales Point, the bessa Manager has a dedicated tab under Locations → Sales Points → ‹Sales Point› → Casablanca. It shows the configuration of the connection:

Field	Meaning
Active	Whether the connection is used on this Sales Point.
Hybrid base URL	The access point of the Casablanca service.
Tenant ID and Interface ID	The identifiers of your business in Casablanca. They deliberately keep their Casablanca names so support can find its way around them.
Local host	Optional, for access on the local network.
Invoice synchronisation	Whether invoices are reconciled in addition.

The fields are shown read-only. The configuration is changed by bessa – just as the connection as a whole is enabled and configured per Sales Point.

Two buttons are available for day-to-day operation:

Synchronise master data – reconciles Sales Points, users, tables, commodity groups and payment methods again. Available while the connection is active. This is the usual first step when a charge cannot be assigned in Casablanca.
Synchronise invoices – available if invoice synchronisation is enabled. Select a start date first; only then can the synchronisation be started.

The routine at the Sales Point

Open the order and choose Room as the payment method.
Tap Pay. The Charge to room selection opens.
Find the room in one of two ways:
- Search using the Room number or guest name field.
- Scan a chip — hold the guest's room card to the device. If a check-in has several chips assigned, any of them works.
Confirm the selection. The articles are charged to the room.

Hotel check-in or your own room booking?

The list carries both together; the hotel system's check-ins appear after your own room bookings. You tell them apart like this:

	Your own room booking in bessa	Check-in from the hotel software
Origin	A room you created and checked in within bessa	A current check-in in Casablanca
Display	Room number and the order group's name	Room number and the guest's name
What charging creates	A pure transfer — no payment, no invoice	A real payment with a receipt number of its own
Availability	always	only while the connection to the hotel system is up

The two documents

Charging to a room in the hotel software produces two different documents. That is intended and not a duplicate:

The transfer receipt with a signature line is printed and signed by the guest. It stays with you or at reception and evidences that the guest confirmed the charge.
The guest invoice is printed only on request — when the guest wants to take it with them, for instance.

Both carry the same number, that of the payment created. Reception can therefore match the signed slip, the charge in Casablanca and the invoice to each other unambiguously.

Tips

No tip can be charged to a room. If you try, the Sales Point reports: A tip cannot be booked with a room charge. Please remove the tip. Nor can a room charge be combined with other payment methods or split — it always covers the whole bill.

Even so, the connection needs a "Tip" commodity group of its own: Casablanca assigns tips to commodity groups, and the revenue-data sync needs one for them to fall into. bessa creates it automatically during the article sync, with a tax rate of 0. There is nothing for you to do — just do not be surprised when the commodity group turns up in Casablanca without anyone having created it.

Tips collected by other means reach Casablanca through this commodity group. How tips are recorded at the Sales Point is described under Tips.

When the hotel software cannot be reached

The Sales Point keeps working — it does not block when the hotel system is not answering. What you see depends on when it happens:

When the selection opens, the hotel's check-ins are missing and the list shows only your own room bookings. No error message appears. If a guest you know is checked in is not there, that is the first thing to suspect.

When charging, the Sales Point reports: The charge could not be transmitted to the hotel system. Please try again. The payment already created is cancelled automatically and the order is reopened — so no half-charged state is left behind. You can try again or fall back to another payment method.

Two further messages belong here:

Room X has been checked out in the meantime. Please choose another room. — the guest left while the order was open.
Checked-in rooms could not be loaded. — your own room bookings could not be loaded either; the problem is then on the Sales Point itself, see Service area on the Sales Point.

Frequently asked questions

The guest only wants part of the bill on the room. That cannot be done through the payment method. Select the articles concerned as you would when partially paying a table and charge only those to the room.

Why is no payment method of the guest printed on the receipt? Because nothing is collected when charging to a room. Payment happens collectively at check-out via the room bill.

Does every Sales Point have to be configured separately? No. The connection is configured on the Main Sales Point and the Sub-Terminals inherit it.

Close out and pay — payment methods, change, and charging to a room created in bessa
Areas & Order Groups — creating floors and rooms in bessa
Sales Point closing
Tips
Term: Room