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Introduction to accounts

In this chapter, you can learn more about accounts and how to use them.

1. Prerequisites

Before entering accounts, there must be a reservation in the system.

2. What are accounts?

Active accounts are the expenses of every reservation/client. They are customisable to the needs of each hotel and are defined during installation.

Examples for accounts concerning reservations may be “Room half board,” “Person with breakfast,” or “Child 0-14 years old”. Other examples of accounts are: a 10 % discount, an additional breakfast or minibar expenses.

When the guest makes a payment, a passive account is entered to indicate that a payment has occurred. For example, these accounts might be: Cash, Invoice or Visa Card.

3. Managing accounts

Accounts are managed below each reservation.

Click on the icon in the list of reservations to open the accounts’ view related to the selected reservation.

Here, you see all the guest’s active and passive accounts.

There are 7 columns in the accounts’ table (A):

  • Account: the account’s name
  • Pers.: the number of people by which the price has to be multiplied (this varies according to the type of accounts)
  • Price: the value of the active or passive account
  • Days: the days by which the price has to be multiplied (this varies according to the type of accounts)
  • Total: the actual value of the active or passive account.
  • Date: the date on which the active or passive account was entered.
  • User: the CASY user who entered the active or passive account.
  • The symbols at the end of the line (B) indicate 3 additional actions.
    • Move the account up or down to customise the order.
    • Delete the account.
    • Include the account into the calculation of the total product.
      • If you don’t check the box, the account won’t be calculated in the guest’s invoice. This feature is useful if the guest is paying only part of the invoice.

At the bottom of the table, you see:

  • The total of all accounts, selected and not. (C)
  • The total only of the selected accounts. (D)

4. Enter active or passive accounts

Step 1

Enter the name of the account in the accounts’ view of a reservation by clicking on the blank field in the “Account” column and selecting the desired one from the drop-down menu.

You can also search for the account by continuing to type the first letter of the account’s name in the field until the desired one appears.

Step 2

Navigate with the tab key to the next field in the “Pers.” column to enter the number of people by which the price has to be multiplied.

Step 3

Navigate with the tab key to the next field in the “Price” column to enter the value of the active or passive account.

Step 4

Depending on the account, you might also need to enter the number of days.

Navigate with the tab key to the next field in the “Days” column to enter the number of days by which the price has to be multiplied.

Step 5

The date and time are set on today’s by default, but you can change them.

Step 6

To finish and save the account, click on “Save.”

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