SunPOS Restaurant Room Charges
On this page
SunPOS is the restaurant and bar point-of-sale that belongs to the same platform as SunPMS. When a guest of your hotel dines in your restaurant and says "charge it to my room", the cashier settles the bill with the Room Charge payment type and the amount appears on the guest's folio in SunPMS. This page explains the link, what you set up on the hotel side, and how to fix problems.
Before you start
- The hotel property has the licence POS_INTEGRATION (owner: Property Setup > Licences). Without it, SunPMS refuses the posting.
- The restaurant and the hotel belong to the same owner in SunAuth.
- In SunPMS, create an Other Charge (for example "Restaurant") and tick POS Charge. This is the charge head the restaurant bill posts under (see Other Charges).
- In SunPOS, open Settings > PMS Integration and choose the hotel group, the hotel property and the POS Charge to use (these are stored as
PMS.GroupPropertyID,PMS.PropertyID,PMS.ChargeID). - A restaurant is a property in SunPOS (not an "outlet"); the hotel is a different property in SunPMS.
How it works for the cashier
- The cashier builds the bill in SunPOS.
- At payment the cashier chooses Room Charge and enters the room number.
- SunPOS looks up the checked-in guest for that room in SunPMS.
- On confirmation the amount is posted to the guest's folio. The cashier then sees the bill as paid.
If the restaurant is not linked to a hotel, the lookup and posting are only simulated in SunPOS, and nothing reaches SunPMS.
What you see in SunPMS
- On the guest's folio (reservation screen > Other Charges, and the folio print) the restaurant bill appears as one line under the POS Charge head, with invoice number
/ . - The line is tax-exempt in the PMS because the restaurant bill already carries its own tax (GST or equivalent).
- The charge is stamped with the current PMS business date and time, not the restaurant's own clock.
Re-posts and refunds
- Posting the same bill again updates the existing folio line (found by its invoice number); it never duplicates.
- A partial refund in SunPOS changes the folio line to the amount still charged to the room.
- A full refund removes (soft-deletes) the folio line.
- A request to delete a line that is not on the folio is ignored with the message "Nothing to post."
Room service from the guest portal
When a guest orders from the guest portal, or the desk sends a request to the restaurant, the order is created in SunPOS as room delivery. It is charged to the room by the same mechanism once the restaurant settles it. Choose the restaurant in Guest Portal Setting.
What happens behind the scenes
SunPOS asks SunAuth for a short-lived PMS token (allowed only for the same owner), calls SunPMS to find the in-house guest and then calls the PMS "other charges from POS" posting with the charge head. Every call is logged on the SunPOS side. The PMS endpoint requires licence POS_INTEGRATION.
Messages you may see
| Message | Where | Why | What to do |
|---|---|---|---|
| Nothing to post. | PMS response | A delete request for a bill not on the folio | None needed. |
| (licence error from the PMS; wording set by the server) | SunPOS cashier | POS_INTEGRATION missing on the hotel | Owner requests the licence. |
| (guest lookup fails in SunPOS) | SunPOS cashier | Room has no in-house guest | Check the room number and that the guest is checked in. |
Tips and FAQ
- Q: The restaurant bill is missing from the folio. A: Check the licence, the PMS Integration link in SunPOS, that the charge head is a POS Charge, and that the guest is in-house on that room.
- Q: Why does the folio show no tax on it? A: The restaurant bill already includes tax; posting it again would tax twice.
- Q: Can a guest who already checked out be charged? A: No, only in-house guests are found.
- Q: Which business date does the charge get? A: The hotel's current PMS date, even if posted after midnight by the restaurant clock.
Screenshots
