Post charges and take payments on the folio

Everything a guest owes for the stay goes on their folio: the room nights the night audit posts, the restaurant and bar bills charged to the room, and the extras you post at the desk. Payments and deposits come off it. The guest settles what is left at check-out, so a payment during the stay just brings that down.

Steps

1. Open the guest's folio

   On Hotel › Front desk, tap the guest under In the house, or find them with Find a guest, room, phone or reservation (/). The folio opens beside the list with Post a charge and Take payment at the top.

2. Tap Post a charge and choose the extra

   Type what it is (Laundry, minibar, airport transfer …) and choose it from the list. Its price comes from your products.

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3. Set the quantity

   Type how many, and a Description if the line needs one. Kila says where it goes: “Posted to whoever pays the extras on this stay.”

4. Tap Post

   The button shows the total, such as Post KES 6,000.00. Kila says KES 6,000.00 posted to the folio. The line reads Extra · Guest · invoiced at check-out: one tax invoice is made for the stay when the guest leaves.

5. Tap Take payment and choose how they pay

   Cash, M-Pesa, Card or Bank. The Amount starts at what the guest owes now; change it for a part payment. The money counts on your desk shift.

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6. For M-Pesa, send a prompt or enter the code

   Send a prompt sends an M-Pesa prompt to the guest’s phone: “The customer confirms with their M-Pesa PIN.” When the guest has paid to your till or paybill, choose Enter the M-Pesa code and type the code from their message. Until Kila’s M-Pesa connection is live (Integrations and API says Prompts not connected), Kila sends no prompt and says “M-Pesa prompts are not connected to Safaricom yet”: enter the code instead. See Take M-Pesa.

7. Tap Record payment

   Kila says, for example, KES 6,000.00 received by M-Pesa. Receipt PAY-000307. A payment by code is “recorded as not confirmed yet until it matches the M-Pesa statement”.

8. Read the folio

   Guest to pay (8) is what the guest owes now. The lines below show each charge and each payment, with the date.

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What if

Kila says M-Pesa prompts are not set up

Kila shows:

That did not go through

M-Pesa prompts are not set up for this business. Ask the customer to pay to the till or paybill, then enter the M-Pesa code.

Your business takes M-Pesa at its till or paybill but not by prompt. Ask the guest to pay to the till or paybill, then choose Enter the M-Pesa code. Prompts work once the business’s M-Pesa connection is set up for them, under Integrations, M-Pesa.

A charge was posted by mistake

On the folio, tap the cross on the charge’s line (Take it off the folio). Kila explains what comes off: the amount “comes off the folio, and everything posting it did is undone”, and it “stays on the folio as taken off”. Write why under Why does it come off? and tap Take it off. Kila says, for example, KES 750.00 taken off the folio.

Needs a manager

At the desk you can take off the extras you posted yourself, on the day you posted them. Anything else, a manager such as the front office manager takes off.

The guest pays in US dollars

Choose More › Take foreign currency, the currency and the amount. The button shows the shillings, such as Record KES 1,290.00 for USD 10: it is “recorded in KES at the business’s rate (Settings, Currencies)”.

Related

• Take a deposit: money taken before the stay.
• Charge a restaurant or bar bill to a room: bills from the outlets.
• Check a guest out: settling what is left.

Next: when the guest leaves, check them out.