How do I check a guest out and print the invoice (folio)?
Short answer
Open the in-house folio, take payment for the Balance Due, click Check Out, then use the Print Folio icon > Folio or Detail Folio.
Steps
- Find the guest in Guest Account Ledger > Due Check-Out Guests, the Register or Search Reservation.
- Check charges (add charge) and click Add Payment (section Take payment) to settle the Balance due (payment).
- Click Check Out in the folio header and confirm Are you sure you want to do check out?
- The folio prints automatically if Print check-out folio is on in Folio Setting. Otherwise click the Print Folio icon and choose Folio (summary) or Detail Folio; the PDF opens in a new browser tab.
- Optional: after check-out use More > Set room V/Clean (or V/Ready) to set the room status.
Check the result
The status chip reads Checked Out; room is Vacant Dirty. Guest appears in Guest Account Ledger > Checked-Out Guests.
Common problems
- Reason: Balance is not zero. Settle first (Rental Setting zero-balance rule).
- Reason: Authorized payment exist. Release the hold.
- Deposit dialog: refund or post-charge.
- Reason: Invalid Checkout Date. Departure is more than one day after the PMS date; correct the dates.
- Edit after check-out needs the Update checked-out guest privilege.
- Wrong checkout: undo a transaction.
- Messages: Reservation messages (files 07a-07k).