How to check-out a reservation

How to Check-out a Reservation?

How to Check-out a Reservation?

To complete the check-out process for a reservation in HotelRunner PMS (whether manually created or automatically received from a connected channel), follow these five simple steps:

Access the Reservation Folio Screen

• Navigate to PMS > Front Office > Check-out from the main menu.
• Locate and open the reservation card of the guest scheduled for check-out.
• The system will automatically redirect you to the Folio tab, where you can view all financial details (postings, payments) related to the reservation.
• Before starting, ensure you are working in the correct folio if multiple folios exist.

Verify Room Night Postings

• Check that all room night charges (day_postings) for the guest’s stay are correctly reflected in the folio.
• Normally, all nights except the departure day should appear.
• Example: For a 3-night stay (Check-in: 01/07, Check-out: 04/07), day_postings should appear for July 1, 2, and 3.
• Exceptions:
  • Room night charges might have been posted under another room.
  • Some items may have been transferred from a different reservation.
  • Such discrepancies are informational and may not require correction.
• Additionally, the folio may include not only room charges, but also: Minibar, Extra bed, Late check-out, Restaurant or other ancillary charges.

Enter Payment to Balance the Account

• Enter a payment equal to the total outstanding balance.
• Click Add Payment, then enter the amount and select the payment method (Cash, Credit Card, Virtual POS, Bank Transfer, etc.).
• After saving, ensure that the Total Charges and Amount Paid are equal.
• For detailed instructions, refer to the “How to Add a Payment” document.

Check the Account Balance

• On the left side of the screen, ensure that TOTAL and AMOUNT PAID are equal.
• When these amounts match, the folio balance will show 0, indicating that all financial transactions for check-out are complete.
• If the amounts do not match:
  • Check whether there are multiple folio tabs at the top of the screen.
  • Make sure all folios have been fully balanced (no remaining outstanding amounts).

Click “Check-out” to Complete the Process

• After verifying all details, click the Check-out button, located at the top or bottom right of the screen.
• The system will update the reservation status to “Checked-out”.
• The reservation is now officially closed, and the guest account is fully settled.