Ulyses Suite understands the checkout of a room as a process in which it is confirmed that all pending charges have been paid and the room is released. However, if the reservation is paid but the room is not released, we consider the reservation to be parked.
Once again, the checkout process can be initiated from different points in the application, but the process is always the same regardless of where it is started.
Likewise, we can cancel the checkout process for those reservations where it has been completed by mistake.
Checkout from the dashboard
To start the checkout process from the dashboard, you just need to have the Daily Reservations widget activated:
- Filter by Departures (or Passing Through) > Click Checkout
After clicking the Checkout button, Ulyses Suite evaluates whether the room has pending expenses or not, and if so, invites the user to close the pending folios.
Once closed, there will be no pending charges, and the room can be left parked as shown below.
If we check out the room, its status will change to Checked-out as shown below.
Checkout from reservation planning
To start the checkout of a room:
- go to Frontdesk > Reservation planning
- Click on
of in-house reservations
- Option Checkout
Then, we will have to close all pending folios as in the previous case.
Once the folios are closed, we can check out the room.
Checkout from reservation billing
From the billing view of a reservation accessible at
- Reservation record > Select stay >Checkout or
- Billing > Folios > Search for folios corresponding to the room > Checkout
Again, Ulyses Suite will evaluate pending charges on each of the folios and invite you to close them as we have done on other occasions.
Once all folios are closed, we can complete the checkout.
Quick checkout actions
Close folios and checkout
If the stay has open folios but with Balance 0.00 € (already paid), Ulyses Suite allows closing them automatically and completing the checkout in a single step, without the need to close them one by one.
When pressing Check out in this case, the system will display the following message:
"You have folios pending to be closed. This action will issue the corresponding invoices. Do you want to continue?"
If we confirm, the system will close the folios with zero balance, issue the corresponding invoices (available later in the invoices menu), and complete the checkout of the stay.
If any folio remains with a balance other than zero, it will remain open for manual closure, and the stay will not be checked out.
Export charges and checkout
When a stay has pending charges that should not be invoiced at that moment, it is no longer necessary to close them manually or create reservation folios by hand: Ulyses Suite allows exporting them directly to a reservation folio (or group reservation folio, if applicable) and completing the checkout in the same step.
From the checkout modal
If there are open folios with pending charges at checkout, next to each folio appears the option Export charges, and at the bottom of the modal, Export all charges and checkout:
- Export charges (per folio): exports the charges of that folio to the chosen destination and closes the source folio, allowing to continue with the checkout if no other folios remain open.
- Export all charges and checkout: exports the charges of all open folios to the chosen destination, closes those folios, and automatically completes the checkout of the stay.
In both cases, the export modal opens, where you choose the destination:
From mass checkout
In mass checkout (Daily Reservations widget > Departures view), Export all charges and checkout is also available, applying to all selected stays. If multiple stays are selected, the options "Another folio of this account" and "New folio of this account" will not be available, as a single reference account cannot be determined.
At the end, a list is displayed with the result (success or error) of the process for each stay.
Revert checkout process
If by mistake you want to undo a room checkout process, you can do so from the reservation record during the same day the checkout was done. You can do it through:
- Reservation record > Select stay > Options > Revert checkout
Or from the Reservation Planning as follows:
- Frontdesk > Reservation planning
- Click
- Select Revert checkin
In both cases, Ulyses Suite will ask if you want to revert the process and have the room occupied again.