Step by step
Check a guest out
Settle the folio when the guest leaves. The guest pays their part, a company's part goes on its account, and Kila makes the tax invoices and, where the door locks are connected, cancels the door code.
At check-out Kila posts any night not yet charged, uses a deposit first, and makes one tax invoice for the guest’s part of the folio and one for a company’s. The guest pays their part before they go; the company’s part waits on its account.
Open the guest's folio
On Hotel › Front desk, tap the guest under In the house, or find them with the search. On the day they leave they are also under Departures.
Tap Check out and read what is owed
Guest to pay now (2) is the guest’s part. When a company pays, its part shows as On Rift Valley Conferences Ltd’s account (3), with the company’s own name. A deposit shows as Deposit held (used first).
Choose how the guest pays
Paid by: Cash, M-Pesa (code), Card, Bank transfer or Cheque. The Amount starts at what the guest owes. For M-Pesa, type the code from their message; “For an M-Pesa prompt, use Take payment first, then check out.”
Tap Check out
Kila says what happened to the folio, for example: Kamau Wekesa checked out. Folio KES 13,430.00 on S-000189 and S-000190: KES 12,680.00 on Rift Valley Conferences Ltd’s account. 1 key cancelled. The keys are cancelled where the hotel’s door locks are connected. The room goes on the list for cleaning.
Find the company's part on its account
Hotel › Company accounts lists each company, organiser and agent (6) with what it Owes (7) by age, and what is on folios but not invoiced yet. For statements and collections, Kila says: “open the account, or Credit, Debt ageing.”
Not available yet
eTIMS runs in test mode until Kila’s KRA connection is ready. The stay’s tax invoices carry test eTIMS numbers and are not valid fiscal receipts. The key cancelled in this example was made by Kila’s simulator on the demo site; on a live Kila, keys come only from a lock system connected and live: “Test mode runs on Kila’s demo site only. Connect the lock system and switch it to live, or give keys by hand.”
Kila says the guest has something to pay
Link to this section: Kila says the guest has something to payThe amount was left empty or is less than the guest owes. Put in what they pay and check out again.
Needs a manager
A manager sees Leave anything unpaid on the guest’s account, for a guest the hotel trusts to pay later. The lodge allows it; another hotel may not.
The company pays an extra too
Link to this section: The company pays an extra tooBefore checking out, tap the arrows on the extra’s line on the folio (Move to the company). Kila says Moved to the company. and the line now names the company. The arrows on a company line move it back to the guest.
- Take a deposit: a deposit is used first at check-out.
- Post charges and take payments on the folio: part payments during the stay.
- Credit controller: collecting what companies owe.
Next: housekeeping cleans the room: see Housekeeping.