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How do I check a guest out early?

Updated

On this page
  1. Short answer
  2. Steps
  3. Check the result
  4. Common problems
  5. Detailed pages

Short answer

Move the departure date to today (or tomorrow at the latest) with Days or Check-Out Date & Time, bring the balance due to zero (collect it or refund the unused nights), and click Check Out.

Steps

  1. Open the in-house folio (Guest Account Ledger > In-House Guests).
  2. In Stay & rate choose the new number of Days (or the Check-Out Date & Time) so that the departure is the PMS date. Needs the privilege Ability to reduce stay days. The rent for the removed nights disappears at once.
  3. Read Balance due. If it is positive, take the payment in Take payment with Add Payment (payment). If it is negative (the guest paid for nights he did not use), refund it: open Payments (or Show Payments), press the Refund icon on a payment, type the Refund Amount and a Remark, click OK (refund).
  4. Click Check Out in the folio header and answer Yes to Are you sure you want to do check out? and to Do you sure want to save changes? The message Information saved. confirms it.
  5. Print or e-mail the invoice (print).

Check the result

The guest is listed in Guest Account Ledger > Checked-Out Guests, the room turns Vacant Dirty, and the folio shows the new departure date. Checked on the demo hotel: Priya Nair, booked 16-18 Oct, was checked out on 17-Oct after Days 2 > 1 and a refund of 2,290.00; the invoice shows Total Charges 5,710.00 = Payment by Guest 5,710.00, balance 0.00.

Common problems

  • Reason: Balance is not zero. The check-out is refused while the balance due is not 0.00, also when the balance is negative. Collect or refund first (this was the first refusal for Priya Nair, whose balance due was 1,710.00).
  • Reason: Invalid Checkout Date. The departure date is more than one day after the PMS date. Checked: with the PMS date of 17-Oct, departures of 20-Oct and 19-Oct were refused and 18-Oct was accepted. Reduce Days until the departure is the PMS date or the day after (known limitation O56: there is no one-click early check-out). The server text may read Guest can only be checked out on the departure date (dd-MMM-yyyy). To check out earlier, change the Check-Out date on the folio to today and save.
  • The Days list starts at 1, so a guest who arrived today cannot be set to leave today: his earliest departure is tomorrow, which is accepted.
  • Reason: Authorized payment exist. Release the card hold (release).
  • Deposit dialog opens: refund or post-charge the deposit (deposit).
  • Open SunParking ticket warning: settle it first or check out anyway.
  • Messages: Reservation messages (files 07a-07k).

Detailed pages

Check-out and invoice, Late checkout list.