Every guest bill belongs to someone: the guest, a company, or the hotel's shared guest account. This page explains which one, and why it matters when a guest or a company pays later.
Who the bill belongs to
Each folio is billed to one account in Penahak Accounting, and every payment on that folio is received against the same account. That is why the hotel's figures and the accounts always agree.
| Who | Billed to | When |
|---|---|---|
| A walk-in, or a guest without an account of their own | The hotel's shared Guest receivable account | Most leisure guests |
| A regular guest with an account | The guest's own customer account | Pick it as the Guest ledger on the guest profile or the booking |
| A company | The company's customer account | The company folio, and anything billed to the city ledger |
| An event | The event's company or guest account | Event folios |
Company billing and the city ledger
A company that pays for its guests is billed in one of two ways:
- During the stay: charges are routed to a company folio on the booking (for example room and tax).
- At check-out: the remaining balance is billed to the company's city ledger account, with the company's direct-bill authorization (a letter, LPO or approval number). See Company billing and the city ledger.
The company then pays through Accounting, and what it owes is followed there and in CRM.
Credit limits
Two different limits protect the hotel:
| Limit | On | Checked when | Set in |
|---|---|---|---|
| Stay credit limit, and no-post | One stay | Every charge posted to the stay | Folio > More › Credit limit and no-post |
| Company credit limit | The company's city-ledger account | Billing the company at check-out, and late charges | At the first city-ledger check-out |
Going over either limit needs a manager's approval. See Stay credit limits and no-post.
Common questions
Check-in or a payment says "No guest account was chosen and the hotel has no shared guest account."
The hotel has not chosen its shared Guest receivable account yet. The administrator chooses it in Hospitality configuration › Ledger & product mappings, or you give the guest (or event) its own account.
Can I give a guest any account from Accounting?
No. The guest's account must be a customer account (under Sundry Debtors). The message "That account cannot hold what the guest owes" means you chose another kind: pick the guest's customer account, or leave it blank to use the hotel's guest account.
How do I give one guest a statement of their own?
Give the guest their own customer account in Accounting and pick it as the Guest ledger on the guest profile or the booking. The shared account mixes every walk-in who uses it, so a guest who needs a statement should not share it.