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OPERA System Training Workbook

Cashiering

1 │

Wyndham Hotel Group, LLC (“WHG”) offers the suggestions in this presentation and in any provided materials for your consideration. You have full and complete control over, and responsibility for, your contracts, daily operations, labor relations, employment practices, as well as the safety and security of your property. WHG does not represent, warrant or make any guaranty regarding the accuracy or completeness of the information provided, or that you will achieve any specific results if you implement these suggestions. Nothing herein constitutes an offer, commitment or obligation of any kind on the part of WHG. ©Wyndham Hotel Group, LLC. All rights reserved. Except as otherwise noted on any specific forms or pages, these materials are confidential and may not be reproduced in any manner without the prior written consent of Wyndham Hotel Group, LLC.

OPERA Cashiering

Document Overview

Introduction Front Desk Cashiering is an important part of your hotel’s daily operation.

This workbook delivers the foundation for the use and management of front desk cashiering.

Use this workbook as a standalone resource or in conjunction with the eLearning program named OPERA PMS Front Desk Series, specifically the Front Desk Essentials section, available via the SoHO Learning Zone.

For additional information regarding your OPERA PMS, reference the Help pages (F1) within the OPERA application.

Contents

Section See Page

Billing Screen 2

Transaction Management 12

Advance Transaction Management 19

Guest Check Out 27

Cashier Management 44


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Return to the Top 2 │

Billing Screen

Overview

Introduction The billing screen is the starting point for the guest folio in order to perform tasks such as check outs, posting charges, and payments as well as

many other guest-related billing activities.

During this section you will learn the basics of the billing screen in OPERA.

Contents

Topic See Page

Billing Screen Overview 3

Billing Options 5


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Billing Screen Overview

Billing Screen Overview

In this section, we will review:

- Access Billing Screen

- Billing Screen Review

Important The Billing Screen can only be accessed on a reservation that is in one of the following statuses: Checked In, Due Out, Checked Out.

Access Billing Screen

There are several ways to access the Billing Screen. Review the options in the table below to access the billing screen for a reservation.

Option Action Screenshot

1 From the Dashboard, select a guest, then under the Cashiering section, click on

Guest Folio or Check-Out.

Result: The Billing Screen will

appear.

2 From a Guest Reservation, click Options, then click Billing.

Result: The Billing Screen will appear.

Continued on next page


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Billing Screen Overview, Continued

Billing Screen Review

The Billing Screen is the starting point for most of the major cashiering activities in OPERA. From this screen you can view the guest’s complete bill, post additional charges, correct existing charges, adjust earlier transactions, and perform check outs and other guest-related billing activities.

Part Name Description

1 Billing Header The guest name and room number are listed in the title bar. The top section of the screen shows the reservation details for this guest, including the guest’s current balance, arrival and departure dates, reservation status, rate, rate code, company/group attached to reservation, number of persons, and room type.

2 Billing Window/Grid

The guest name is displayed along with the payment type and total balance for the billing window. The grid section of the billing screen shows the transactions posted to the guest’s bill throughout the stay. By default, all information is initially shown in a single billing window, however some reservations may have several. A reservation can have up to 8 windows.

3 Billing Function Buttons

POST – Post charges or adjustments to the folio.

EDIT – Edit an existing transaction.

FOLIO - Print or email a folio

OPTIONS – Billing Options (covered in next section)

PAYMENT – Apply a payment to folio

CHECK OUT/SETTLEMENT – Check out a guest

CLOSE – Exit the Billing Screen.


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Billing Options

Billing Options In this section, we will review:

- Billing Options List

- Credit Cards (Additional Authorizations)

- Credit Cards (History)

- Folio History

- Posting History

Overview Billing options allows users to access additional important billing features such as credit card logs and authorizations as well as transaction history of current and past folios.

Billing Options List

OPERA contains multiple options. Below is a list of options specifically focused on the management of billing.

Option Description

Credit Cards View credit cards authorizations, payments, refunds and failures. Also add additional authorizations.

Note: Hotel must have a credit card processing interface to OPERA to utilize the credit card features described in this section.

Folio History Access guest folio history from previous stays.

Posting History Use the Posting History to view transaction log for the guest billing screen.



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Billing Options, Continued

Credit Cards (Additional Authorizations)

Follow the steps in table below to access the Credit Cards (Authorization) option to add additional authorizations to the reservation.

Step Action Screenshot

1 Select Options from the billing screen.

Result: Billing Options appears.

2 Select Credit Cards.

Result: Credit Cards menu appears.

3 Select Authorizations to add an additional authorization.

Result: Authorization

window apperars.

4 Authorization window show all credit card payments for the guest along with the window associated to

each payment.

Select credit card to add additional authorization to and click the Additional

button.

Result: Additional Authorization windows

appears.

Note: Manual button is only to be used when obtaining an authorization over the phone directly from the merchant processor or credit card issuing bank.



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Credit Cards (Additional Authorizations) (Additional Authorization), continued


5 OPERA will suggest an additional authorization amount based on the authorization rule attached to the reservation. You can also manually change

this amount if needed.

Click OK.

Result: Credit Card interface will send the additional authorization amount to the credit card

company for approval.

Note: The Current Authorized Amount and the Current

Guest Balance are shown.

6 An authorization window will appear with the details of the authorization including the authorization

status:

- Successful (transaction

approved) or

- Failed (transaction declined or

failed)

Note: Be sure to review this box for the authorization status before clicking OK.



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Credit Cards (History)

Follow the steps in table below to access the Credit Cards (History) option to view credit cards authorizations, payments, refund and failures



Result: Billing Options

appears.

2 Select Credit Cards.

Result: Credit Cards

menu appears.

3 Select Credit Card History to view a list of authorizations, payments, refunds and failures.

Result: Credit Card History screen appears.

4 Use the yellow search area to define the transactions to view. By default, only the Authorizations box is

checked.

Review the list of transactions in the grid. Scroll to the right to review further information about

each transaction.

Click Close when done.

Note: Use the Report button to print the displayed grid information.



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Folio History Follow the steps in the table below to access guest folio(s) from a previous guest’s stay(s).




appears.

2 Select Folio History

Result: Folio History window appears.

3 In the yellow search area, the guest name will prepopulate in the Payee Name and First Name fields.

A list of previous folios are listed in the grid.

Select a previous folio and press the Folio button.

Result: The Folio Options Print window appears



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Folio History, continued


4 Use the Preview, Print or Email option to generate a folio.


Posting History

Follow the steps in the table below to view a transaction activity log for the guest billing screen.




appears.

2 Select Posting History

Result: Posting History window appears.



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Posting History, continued


3 The Posting History screen is broken into 3 grids.

Action grid contains the information about each posting action on the folio.

Original grid shows the posting information before any changes were made to the transaction, if any. New transactions will not have any information in this grid.

Changes grid shows the current posting information or the posting information after it was changed.


Example: Transaction code 3202 Laundry was posted for $20.00. The transaction code was then edited from $20.00 to $25.00.


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Transaction Management

Overview

Introduction Posting transactions, adjustments and corrections affects the final balance of a guest folio or a posting master folio.

During this section, you will learn how to add, identify and manage charges

on a folio.

Important This section only covers charges, i.e. hotel revenue transactions. Payments, or debit transactions, are covered in a separate section of this document.

Contents

Topic See Page

Posting Transactions 13

Adjusting Transactions 15

Editing Transactions 17


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Posting Transactions

Posting Transactions


- What is the Posting Transaction feature?

- How to post transactions

What is the Posting Transactions feature?

Posting transactions is used to manually apply charges to guest folios or posting master accounts. Examples for posting transactions would be to post a rollaway fee or valet laundry fee to a folio one time.

How to Post Transactions

Follow the Steps in the table below to post a transaction to a guest folio.


1 From the Billing Screen of the guest, click the Post button.

Result: The Post Transaction

window appears.

2 Select a transaction code to post by using the Drop Down arrow in

the Code field.

Result: The Transaction List window appears.

3 Select a transaction code from the list that corresponds with the type

of charge to post then click OK.

IMPORTANT: Each transaction code has a corresponding adjustment code indicated by Adj. DO NOT use an adjustment code

to post positive amount charges.



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Posting Transactions, Continued

How to Post Transactions, continued


4 Enter the Amount of the charge, Quantity, Supplement and Reference. Click Post to complete

transaction.

Note: Repeat steps 2 through 4 to add additional transactions.

When done, click Close to exit

Transaction Posting Window.

IMPORTANT: Supplement is an internal comment that will not appear on guest print outs; Reference is a comment that will appear on the printed guest folio.

5 Posted transactions now appear on guest folio, the most current

transactions are listed on top.

IMPORTANT: Guest balance and window balance change as transactions are posted. Also, any transactions that require generates (taxes) to be posted will post automatically.


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Adjusting Transactions

Adjusting Transactions


- What is the Adjusting Transaction feature?

- How to adjust transactions.

What is the Adjusting Transaction feature?

Once transactions have been posted, the amount of a posting can be changed (increased or decreased) by using the Adjustment feature. The adjustment feature approaches the task from a bookkeeping perspective; the change is entered into the system as a separate transaction that counterbalances a previous transaction posted before the current business date.

How to adjust transactions

Follow the Steps in the table below to Adjust a Transaction.


1 From the billing screen, select the transaction to adjust and with the mouse, right click on it. In the menu that appears, select Adjust

Transaction.

Result: The Adjustments window

appears.

2 Make sure the option Adjust by Selected Postings is selected. Click Ok

Result: The Adjust Transaction window appears.



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Adjusting Transactions, Continued

How to adjust transactions, continued


3 In the Adjust Transaction window,

you can select either

Amount to adjust by a

specific dollar amount.

Percentage to adjust by a percentage of the selected transaction.

The amount entered in the field to the right must include a (-) negative sign to properly adjust

transaction.

Reason Code is required, use the Drop Down arrow to select.

Reason text is optional; this field will populate in the supplement field of the transaction.

Press OK to continue.

4 An OPERA message appears confirming adjustment of the transaction. Click OK.

Result: Updated billing screen appears.

5 In the billing screen, the adjusted transaction will appear at the top in the transaction grid.

NOTE: For the transaction codes adjusted, ADJ is listed in the transaction code description, the supplement field gives the reason and the reference field denotes an adjustment.

IMPORTANT: If the transaction adjusted has generates (taxes) associated with the transaction code, the taxes will be adjusted automatically.


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Editing Transactions

Editing Transactions


What is the Edit Transaction feature?

How to edit a transaction

What is the Edit Transaction feature?

The edit transaction feature can be used to make changes to the transaction price, quantity and amount on the same date as the posting was made. If the transaction to be edited is from a previous business date, the adjustment feature would need to be used. Night audit transactions cannot be edited.

How to Edit a Transaction

Follow the Steps in the table below to Edit a Transaction.


1 From the billing screen, select the transaction you wish to edit.

Example: Change the Rollaway

charge from $10.00 to $20.00.

2 There are 2 ways to access the edit feature, either:

Click the Edit button at the

bottom of the billing screen.

Double click on the selected

transaction.



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Editing Transactions, Continued

How to Edit a Transaction, continued


3 The Edit Transaction Details window appears. The following fields can be changed:

Price

Quantity

Supplement

Reference

Example: Change $10.00 to $20.00

in the price field.

Click OK to complete edit.

4 The transaction is updated to the new dollar amount of $20.00

IMPORTANT: Editing a transaction creates a log entry of the change in Posting History. See the Billing Options section of this workbook for information on Posting History.


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Advance Transaction Management

Overview

Introduction Advanced Transaction Management continues with the concepts learned from the previous section, Transactions Management, and expands the

user’s ability to manage these transactions.

During this section, you will learn how to separate transactions, split transactions apart and transfer transactions to another guest room or

posting master folio.

Contents

Topic See Page

Separating Transactions 20

Splitting Transactions 23

Transferring Transactions 25


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Separating Transactions

Separating Transactions


What is Separating Transactions?

Understanding Billing Windows

How to add and manage billing windows

How to separate transaction

What is Separating Transactions?

The Separating Transactions feature allows posted transactions to be separated into multiple billing windows. This feature is useful when a guest needs separate folios for different transactions.

Understanding Billing Windows

By default, the billing screen consist of one grid, or ‘window,’ that displays all transactions posted to the guest’s bill. A guest can have up to 8 windows per reservation. Using multiple windows allows the user to separate posted transactions for convenience or to meet the guest’s billing needs. In this manner, a separate receipt can be printed for a specific group of charges and, if so desired, apply payments to each of the windows individually.

How to Add and Manage Billing Windows

Follow the Steps in the table below to add and manage billing windows.


1 To add a new billing window from within the billing screen, with the mouse, right click in the grid. In the menu that appears, select New

Window.

Result: A second billing window

appears



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Separating Transactions, Continued

How to Add and Manage Billing Windows, continued


2 To add additional windows, repeat Step 1 until the desired number of windows are created.

IMPORTANT: Maximum of 8 windows can be created.

NOTE: Active windows are indicted by a blue box around the window.

3 To delete windows, select the last window and with the mouse, right click in the grid. In the menu that

appears, select Delete Window.

Example: If there are 4 windows, you must delete window 4 first.

IMPORTANT: Windows that contain transactions cannot be deleted until the transactions are transferred to another window or room.



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Separating Transactions, Continued

How to Separate Transactions

Follow the Steps in the table below to separate transactions.


1 Highlight the transaction to be moved, with the mouse right click on it and select Transfer to Window. Then choose the window number to

move the transaction to.

In addition, the highlight transaction can be moved by dragging it to the

new window.

Example: The transaction will move

to window 2.

2 The transaction now appears in window 2.

IMPORTANT: Generates (taxes) will automatically move with the transaction that they are generated from.

Note: Multiple transactions can also be moved to other windows by marking an X next to each transaction to be moved, then follow the steps outlined above.


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Splitting Transactions

Splitting Transactions


What is Splitting Transactions?

How to split transactions.

What is Splitting Transactions?

Splitting transactions allows the user to split most posted transactions by a fixed dollar amount or by a percentage. When the transaction is split, it is divided into two amounts within the same window. The user can then move either of the resulting amounts to another window (Separating Transactions) or to another guest room or posting master folio (Transfer Transactions).

How to Split Transactions

Follow the Steps in the table below to split transactions.


1 Highlight the transaction to be split. With the mouse, right click

and select Split Transaction.

Result: The Split Amount window

appears.

2 Select either Amount or

Percentage.

Amount will split the transaction

by a fixed dollar amount.

Example: Splitting an $89.00 transaction by $50.00 will produce one transaction for

$50.00 and another for $39.00.

Percentage will split the

transaction by a percentage.

Example: Splitting an $89.00 transaction by 50% will produce two transactions of

$44.50.



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Splitting Transactions, Continued

How to Split Transactions, continued


3 Two transactions are created in the same window. A reference notation is automatically added to both transactions to describe

the split action.

IMPORTANT: Any generates (taxes) that are attached to the transaction being split will also

split automatically.

4 The transactions can be moved to another window using the Separating Feature described earlier in this document or by transferring them to another guest room by using the Transfer Transaction feature describe in

the next section.


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Transferring Transactions

Transferring Transactions


What is the Transfer Transaction feature?

How to Transfer Transactions.

What is the Transfer Transaction feature?

OPERA allows the movement, or transfer of transactions to another guest room or posting master folio. In order to move a transaction to another guest room, the reservation must be in the “Checked In” status. Transactions cannot be moved to a checked out room.

How to Transfer Transactions

Follow the steps in the table below to transfer transactions to another guest room.


1 From the Billing Screen, highlight the transaction to be transferred, or place an X to a group of transactions to transfer. With the mouse, right click and select Transfer Transaction in the

menu.



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Transferring Transactions, Continued

How to Transfer Transactions, continued


2 1. Select Transfer TO

another Room.

2. Select Marked Postings

to transfer postings either highlighted or marked with an X previously.

3. Choose the room to

transfer to. If room number is not known, use the Drop Down arrow to search for

guest.

4. Click Transfer to

complete transfer.

3 OPERA confirmation box appears. Transactions are

transferred.

6 When viewing the transferred to room’s billing screen, transactions transferred will have a reference indicating which Guest the transactions were

transferred from.

IMPORTANT: Any generates (taxes) that are attached to the transaction being transferred will also be

automatically transferred.


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Guest Check Out

Overview

Introduction Guest Check Out is an important part of the OPERA system which is used to settle the guest’s account, record payment, print folios and automatically

adjust room inventory when the guest checks out of the room.

During this section, you will learn how to check out a variety of reservation types and record their payments.

Contents

Topic See Page

Standard Check Out 28

Early Departure Check Out 31

Direct Bill Check Out 33

Wyndham Rewards Check Out 35

Shares Check Out 37

Reinstate/Reopen 40


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Standard Check Out

Standard Check Out


How to process a Standard Guest Check Out

How to process a Standard Guest Check Out

Follow the Steps in the table below to Check Out a Standard Guest. This type of check out uses the payment type authorized at check in and no additional charges are posted to the guest folio.


1 From the Dashboard, search for the guest to check out and click on Check-Out in the Cashiering

section of the Dashboard.

Result: The Cashier Login screen appears followed by the Billing

Screen.

2 It’s important to review the posted charges for accuracy.

Review charges and balance with guest, then click on the Check Out button located in the lower right of the screen, continue with the check out.

IMPORTANT: If there are errors in the billing, correct them using the adjustment feature before pressing

the Check Out button.



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Standard Check Out, Continued

How to process a Standard Guest Check Out, continued


3 Is the guest a balance $0.00?

- If YES, skip to step 4.

- If NO, the Payment Window appears and will be prefilled with the guest payment information provided at

check in.

1. Payment Code: Payment Code

type. VI, MC, CA, DB etc…

2. Amount: Total amount due on

the folio.

3. Credit Card No.: If the payment type is a credit card, the masked card number will display here along with the expiration date.

4. Post: To post the payment, click Post. The folio will also

automatcially be printed.

IMPORTANT: If the guest wishes to change the payment type, use the drop down arrow to change the Payment Code. If the new type is a credit card, the new card will need to be swiped in the Credit Card No.

field if present.



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Standard Check Out, Continued

How to process a Standard Guest Check Out, continued


4 The guest in now checked out and the user is returned to the billing screen. There are important items to identify on the billing screen when the guest has been

successfully checked out.

1. The Guest Balance is $0.00 and

and status is Checked Out.

2. The payment has been applied

to the guest folio.

The guest name button is now red indicating the guest is checked out. (guest name is black indicates checked in.). Additionaly, a new button “Reinstate” appears. Use of this button is covered further in this document in the secion

Reinstate/Reopen.

4. The Post, Payment & Settlement buttons are greyed out and

cannot be used.

5 Click Close to exit the Billing Screen and return to the

Dashboard.


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Early Departure Check Out

Early Departure Check Out


What is an Early Departure?

How to check out an Early Departure.

What is an Early Departure?

An Early Departure is when a guest wishes to check out before their scheduled departure date. The process is similar to a Standard Check out

with a few additional steps.

How to check out an Early Departure

Follow the Steps in the table below to process and Early Departure Check Out


1 From the Dashboard, search for the guest who wishes to depart early and click on Early Check-Out in the Cashiering section of the

Dashboard.

Result: The Cashier Login screen

appears.

2 An OPERA prompt appears alerting the user to the early departure and that a rate change is possible. To

continue with check out, click Yes.

Note: Answering Yes to this question OPERA changes the departure date to the current

business date.

3 If the property is configured to charge an Early Departure penalty, OPERA will prompt if the penalty is

to be posted or not.

IMPORTANT: Not all hotels will receive this prompt.



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Early Departure Check Out, Continued

How to check out an Early Departure, continued


4 The Payment Screen appears. First check the accuracy of the guest bill before processing the payment. Click the Close button

to return to the Billing Screen.

5 Review the posted charges and then click on the Check Out button located in the lower right of the screen, continue with the

check out.

IMPORTANT: If there are errors in the billing, correct them using the adjustment feature before

pressing the Check Out button.

6 Continue with normal check out procedures.

Click Post to post payment, then click Close in the Billing Screen

to exit back to the Dashboard.


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Direct Bill Check Out

Direct Bill Check Out


What is a Direct Bill Guest?

How to check out a Direct Bill Guest

What is a Direct Bill Guest?

As discussed in the Front Desk workbook in the section Advanced Check In Direct Bill, a company profile with an associated AR account must be attached to a reservation in order to direct bill charges to an AR account.

How to check out a Direct Bill Guest.

Follow the Steps in the table below to check out a Direct Bill Guest.


1 From the Dashboard, search for the Due Out Direct Bill guest to check out and click on Check Out in the Cashiering section of the Dashboard.

Result: The Cashier Login

screen appears

2 When the Billing Screen appears, the guest will have 2 billing windows. Window 1 is assigned to the guest while Window 2 is assigned to the AR company responsible for the direct bill. Window 2 will have the routed transactions such room and tax transactions that are to be direct billed. Window 1 will contain all other transactions not routed to the direct bill, these transactions are the responsibility of the guest.


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Direct Bill Check Out, Continued

How to check out a Direct Bill Guest., continued


3 After reviewing the charges on the billing screen, select Window 1 and click the Check Out button to start

the check out process.

4 If there are no posted transactions in Window 1, OPERA will prompt to print a zero folio. Answering Yes will print a folio with no

transactions shown.

5 Another OPERA prompt will ask to continue with checking out Window 2,

click Yes.

6 The Payment window appears with the Payment Code DR for Direct Bill and the amount prefilled with with balance of Window 2.

Click Post to Direct Bill this window to the AR account, then click Close in the Billing Screen to exit back to the

Dashboard.


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Wyndham Rewards Check Out

Wyndham Rewards Check Out


How to check out a Wyndham Rewards reservation

How to Check Out a Wyndham Rewards Reservation

Follow the Steps in the table below to check out a Wyndham Rewards reservation.

Note: The steps are similar to checking out a Direct Bill Guest.


1 From the Dashboard, search for the Due Out Wyndham Rewards guest to check out and click on Check Out in the Cashiering section of the

Dashboard.

Result: The Cashier Login screen appears

2 In the Billing Screen, Window 2 is listed as Wyndham Rewards and the payment type is DR. Review all charges in Window 1 for accuracy.

IMPORTANT: Wyndham Reward stays do not use the standard Room Charge code of 1000. Instead, all Wyndham Rewards stays use the WWR Room Charge code 1050. In addition, all taxes on the WWR Room Charge are inclusive in the charge.



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Wyndham Rewards Check Out, Continued

How to Check Out a Wyndham Rewards Reservation, continued


3 Click the Check Out button on the Billing Screen to continue with the check-out process.

4 If there are no posted transactions in Window 1, OPERA will prompt to print a zero folio. Answering Yes will print a folio with no transactions shown.

5 Another OPERA prompt will ask to continue with checking out

Window 2, click Yes.

6 The Payment window appears with the Payment Code DR for Direct Bill and the amount prefilled with

the balance of Window 2.

Click Post to Direct Bill this window to the AR account, then click Close in the Billing Screen to exit back to

the Dashboard.


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Shares Check Out

Shares Check Out


How to check out a Share Guest

How to check out a Share Guest

Follow the Steps in the table below to check out a Share Guest.

Note: You can check out both Share guest at the same time or, if they are checking out at different times, they can be checked out separately.


1 From the Dashboard, search for the Due Out Share guest to check out and click on Check Out in the Cashiering

section of the Dashboard.


screen appears

2 In the Billing Screen on a Share, there are 2 guest name buttons, one for each share. You can toggle between the share’s Billing Screen by clicking on each of the guest name buttons. The bolded guest name is the folio being viewed in the Billing Screen.

Note: Share Lamp



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Shares Check Out, Continued

How to check out a Share Guest, continued


3 Select the Share guest to check out, review the charges for accuracy and

click the Check Out button.

4 The Payment window appears for the first share guest with their payment information and balance prefilled in. Click Post to

process their payment.

IMPORTANT: The name of the guest is located in the title bar of the window, this will help avoid confusion on which guest the payment is being applied to and

checked out.



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Shares Check Out, Continued

How to check out a Share Guest, continued


5 Immediately, the payment window reappears with the second share’s payment information and amount due prefilled in. To continue with the check out, click Post to process payment or Close to

not check this guest out.

IMPORTANT: The name of the guest is located in the title bar of the window, this will help avoid confusion on which guest the payment is being applied to and

checked out.

6 If one share it checked out and the other is still in-house, the Billing Screen will indicate this by using the color code of the guest

name buttons.

Example: One share is still in house noted by the guest name listed in black, the other share is checked out noted by the guest name listed in red.

Note: If the other share is checking out later, proceed with normal check out procedures to check out the

guest.


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Reinstate/Reopen

Reinstate/

Reopen


What is Reinstate and Reopen?

How to Reinstate a guest

How to Reopen a guest folio

What is Reinstate and Reopen?

Once the guest has been checked out, the Reinstate button appears on the Billing Screen.

- Reinstate feature can be used to reverse the check out. This feature can only be used on the same business date as the guest checked out. When the Night Audit is run, this feature is no longer available, but the folio can still be Reopened.

- Reopen feature allows the checked out guest’s folio to be opened allowing modifications to be made to the folio. It does not check the guest back into the room. This feature is available after a guest has been checked out.

Important! The Reinstate feature can only be used on a guest that will still check out on the same business date. If the guest was checked out and wants to stay an additional night(s), a new separate reservation would need to be made and checked in. From within the reservation, use the Add-On feature to quickly make a new reservation.



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Reinstate/Reopen, Continued

How to Reinstate a guest

Follow the Steps in the table below to Reinstate a guest.


1 From the Dashboard, locate the checked out guest that is to be Reinstated. Click the Reinstate option in the

Dashboard.


screen appears

2 The Billing Screen appears and the Reinstate prompt appears, press Reinstate.

3 If the hotel has interfaces, OPERA will prompt to send the check in back to the

interface. Click Yes.

4 The Billing Screen updates and now shows the guest

status as DUE OUT.

NOTE: When the guest needs to be checked out again, follow normal check

out procedures.



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How to Reopen a folio

Follow the Steps in the table below to Reopen a guest folio.


1 From the Dashboard, locate the checked out guest to Reopen. Click Guest Folio is the Cashiering section of the

Dashboard.


screen appears

2 In the Billing Screen, click either the Reinstate button or

Reopen button.

Note: The button is labeled Reinstate if the guest checked out on the current business date, otherwise the

button is labeled Reopen.

3 If the button on the Billing Screen was labeled Reinstate, the Reinstate prompt

appears. Click Reopen.

If the button on the Billing Screen was labeled Reopen,

proceed to Step 4.



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How to Reopen a folio, continued


4 The folio is now in an Open Folio state, noted by the Open Folio lamp. During this time, transaction postings and changes can be made to

the folio(s).

5 Once all changes to the folio have been completed, the folio must be closed. Press the Close Folio button. Then press Close to exit the Billing

Screen.

Note: Attempting to exit the Billing Screen before Closing the folio will prompt an error

message.


Cashiering


Cashier Management

Overview

Introduction Cashiering Management is an important part of the daily task needed to be performed by in order to process and reconcile financial transactions.

During this section you will learn the how to process deposits and close a Cashier shift in OPERA.

Contents

Topic See Page

Deposits Due (OTA & Advance Deposits) 45

Close Cashier 48


Cashiering


Deposits Due (OTA & Advance Deposits)

Deposits Due In this section, we will review:

What are deposits used for?

How to process deposits

What are deposits?

In OPERA, deposits are used to collect money prior to a guest arrival, either for an OTA reservation such as Expedia or Priceline, or from a guest for a reservation that requires payment either at the time of booking or prior to check in.

How to Process Deposits

Follow the Steps in the table below to Process Deposits.


1 If on the Dashboard, Click Close or Log Out in the upper right hand corner of the screen to return to the main OPERA curtain screen.

2 From the OPERA curtain screen, click on the Cashiering button located on the top row followed by the Cashier Functions button located on

the left side of the screen.

Note: You can also use the Cashiering Menu > Cashier

Functions > Deposits.



Cashiering


Deposits Due (OTA & Advance Deposits), Continued

How to Process Deposits, continued


3 The Cashiering Functions window appears, click Deposits.


screen appears

4 The Deposit/Cancellation Screen appears. The Dep. Due Date field is already filled in with the current business date. To search for reservations requiring deposits, click Search.

5 The results of the search are populated in the grid below. The Owed column in the grid indicates the amount required

for each deposit.

6 Highlight a reservation to process their deposit, the click

Payment.



Cashiering


Deposits Due (OTA & Advance Deposits), Continued

How to Process Deposits, continued


7 The Reservation Deposit Payment window appears. The payment, amount, credit card number and expiration date are prefilled from the reservation. Press OK to

process payment.

8 As reservation deposits are applied, they are removed

from the grid list.

Repeat steps 6 -7 to process

deposits for each reservation.

Note: Batch deposit processing is also available by placing an X next to all reservation to process and pressing the Payment button. This will process all deposits marked with an X and print a report of the reservations with

approvals and failures.

9 When finished with deposits,

click the Close button.


Cashiering


Close Cashier

Close Cashier In this section, we will review:

Importance of reconciling the Cashier Shift

How to close the Cashier Shift

Importance of Reconciling the Cashier Shift

Reconciling the Cashier Shift enables you to view the closing balances of all transactions posted under your cashier I.D., confirm your shift drop, print daily reports and finally close your shift.

How to close the Cashier Shift

Follow the Steps in the table below to close the Cashier Shift.


1 Before the cashier can be closed it must be reconciled. From the Dashboard click

Reports.

Result: The Reports Menu

appears.

2 Locate and highlight the Journal by Cashier and Transaction Code report. Click OK.



Cashiering


Close Cashier, Continued

How to close the Cashier Shift, continued


3 Use the drop down arrow in the Cashier field to locate your Cashier I.D.

4 Using the Description field, insert your name and click Search. Locate you name in the grid below and place an X

next to it, click OK.

The Report will print. Review the report for accuracy before

closing cashier.

Once reconciled, proceed to

the next step.

5 From the Dashboard, select

Cashier Shift Close.



Cashiering





6 The Cashier Shift Functions window appears. Click Cashier Shift Close.


screen appears

7 The Cashier Closing Summary window appears with a summary of transactions posted in the Cashier I.D. for the current open bank. Clicking on the transaction type and selecting Details provides a list of those transactions. Click OK to

continue.

IMPORTANT: Please review and ensure accuracy of Cash and Check transactions

before closing the cashier.

8 The Cashier Closure window appears. This window confirms cash and check transactions and actual drop amounts. Click OK to

continue.



Cashiering





9 An OPERA prompt will ask to confirm the cash drop. Answer Yes if it is correct and continue with Cashier Shift closing, or No if it is not and

to go back and correct it.

10 Cashier is closed. Click OK.

Result: Cashier reports will

print.

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