Hotel Billing: A Step-by-Step Guide to Billing


Opera PMS from Oracle is a widely used hotel management software. While being a complete and the most powerful PMS system, It offers a robust billing system module to simplify hotel billing and ensure accurate, error-free invoicing. This guide will equip you with the basic knowledge to navigate the Opera PMS billing section efficiently.

Accessing the Billing Screen:

There are two primary ways to access the billing section in Opera PMS:

1. Via Reservations:

From the reservation window of the guest, locate the “Billing” option under the “Reservation Options” button. (“Reservation Options” is typically accessible from the Reservation screen or Reservation Search screen) Clicking “Billing” will take you directly to the guest’s folio (bill).

2. Through Cashiering:

  • Go to the main Opera PMS screen and navigate to the “Cashiering”
  • Select “Billing” and enter your designated password when This approach provides a broader view of guest bills.

Understanding the Billing Screen Layout:

The Opera PMS billing screen displays a list of guests with upcoming departures by default. This includes both “Stayovers” (guests with remaining nights) and “Due-Outs” (guests scheduled to depart). You can customize the view using the following options:

  • Guest Name or Room Number: Utilize the designated search fields to find a specific guest’s
  • Checked-Out Guests: Select the checkbox next to “Checked Out” to include bills of departed guests in the This is helpful for finalizing payments and settlements in the hotel folio.
  • Screen View: Right-click anywhere on the screen and choose “Screen View.” This allows you to adjust the display format according to your preference. Options might include “Full Screen” for a detailed view of each individual folio or a more condensed list view.

Managing Guest Bills:

The billing screen empowers you to perform various actions on guest bills:

Posting Charges (+ symbol):

This function allows you to add new charges to a guest’s bill. Common examples include minibar charges, laundry services, phone calls, or restaurant bills. When you click the

plus symbol, a window will pop up allowing you to select the specific charge category, amount, and description (optional).

Editing Charges (pencil symbol):

  • Locate the specific charge you want to modify on the guest’s
  • Click the pencil symbol next to the charge (this icon might be grayed out if there are no existing charges).
  • A window will appear where you can edit the quantity, rate (if applicable), and description of the

Printing Folio (printer symbol):

This option enables you to generate a printed copy of the guest’s invoice. The invoice typically includes details like guest information, stay dates, itemized charges, and totals. You can often customize the invoice format through the printing options, allowing you to select a more detailed or summarized view.

Advanced Billing Functions:

Beyond the basic functionalities mentioned above, Opera PMS billing offers additional features:

Payments:

The billing screen often integrates with the payment processing module. This allows you to record settlements made by the guest using various payment methods (cash, credit card, etc.).

Printing Registration Card:

In some versions, you might have the option to print the guest’s registration card directly from the billing screen.

Transferring Charges:

This functionality allows you to move charges from one guest folio to another. This might be necessary in cases where a group stay requires splitting charges among individual guests.

Additional Tips and Considerations:

Permissions:

User permissions within Opera PMS might restrict access to certain billing functions. For instance, a receptionist might have limited access compared to a supervisor or finance personnel.

Room Rates and Taxes:

The system automatically calculates room rates and taxes based on the configured settings and the guest’s reservation details. It’s crucial to ensure these settings are accurate to avoid billing errors.

Discounts and Promotions:

Discounts and promotions applied during the reservation process are reflected in the final bill. The system automatically calculates the adjustments.

Training and Support:

For a more in-depth understanding of Opera PMS billing functionalities specific to your hotel’s setup, consult the training materials provided by your management or IT department. Additionally, the Oracle Help Center offers comprehensive guides and resources: https://docs.oracle.com/cd/E53547_01/index.html

Conclusion:

By mastering the Opera PMS billing system, you can efficiently manage guest transactions, ensure accurate charges, and provide a seamless checkout experience. This guide has equipped you with the essential knowledge to navigate the billing screen, manage guest bills, and utilize the core