4.4 Checkout and Invoice Procedures

a. How to Check Out a Self Payment Room/Folio?

In Sistem Otel, a room or folio must have a zero balance in order to be checked out.

To check out, you can either click the Checkout button within the room/folio or select the room, right-click, and choose Checkout.

b. How to Check Out a City Ledger Room/Folio? (Posting to the City Ledger)

For a reservation with Payment Type set to City Ledger, the system automatically opens two folios during check-in. The first folio, opened by double-clicking the room, is the Room Folio for guest extras. The second folio, linked to the same reservation, is the Master Folio where the guest’s accommodation charges are posted. The Master Folio can be accessed from the “Folio Search” button at the top-right of the Room Folio or from Active Folios.

The amount to be paid later by the company is posted to the city ledger by selecting Account Name: 122 - City Ledger / Credit Stay in the Payment section. Once the balance is zero, the checkout is completed using the Checkout button at the top of the folio.

**All checked-out folios can be viewed under Transactions → Folio Search. If an invoice has not been issued, it can be created or reversed from there.

c. How to Issue an Invoice?

In Sistem Otel, you can issue an invoice from multiple locations.

• You can issue an invoice by using the Invoice button within the room or folio.

• Hareketler -> Folyo Arama kısmındaki "Fatura Kes" butonundan,

• Or from the “Issue Invoice” button in Transactions → Invoice Transactions → Invoicable Folios.

• Finally, within the folio, only the desired postings can be selected, ensuring the total balance is zero, then right-click and choose “Issue Invoice” to create the invoice.

All four methods lead to the same invoice issuance screen. The key points to note on this screen are:

• The Invoice No serial must match the number on the paper invoice. If not, it can be manually corrected in the system and updated by clicking Update.

• Using the Agency or Guest buttons, the information of registered companies or guests can be pulled into the invoice.

• If address details, title, etc., are manually changed and Save Address is clicked, the entered information is saved as the invoice address in the guest’s profile card.

• Optionally, invoice formats can be selected from the bottom-left section.

**Whatever is displayed on the paper preview on the right side will be printed when the Save & Print button is clicked. Therefore, the Update button must be clicked after each change.

The two most common invoice formats are:

• Income Cumulative: A format where all account details are displayed in full.

• Cumulative: A format where all account groups are summarized under the ACCOMMODATION FEE heading.

Invoice cancellation is done using the Cancel button in Transactions → Invoice Search. From this screen, you can also reprint or send the invoice via email.