All functions need to be Checked In for the revenue to be raised against them. If a function was not checked in, it can still be corrected after the event date. Once the functions within the event have concluded, the event should be Checked Out. An Event can only be checked out if all Functions show a zero balance or are going to a Ledger account.
⚠️ Important: You cannot check out an event until all function folios show 0.00 balance or all charges have been assigned to a Ledger Account. Once you have checked out an Event this cannot be un-done or reversed.
To Check Out an Event, follow the steps below:
Navigate to Rezlynx, Guest Journey, Front of House and Check Out.
Ensure the Display filter is set to Departures to see Check Outs, and locate your event booking.
🤓 Tip: The Check Out screen is defaulted to Order By surname but this can be changed using the Order By drop-down menu and select Refresh. The Booking Reference refers to the Function booking reference.
Next to the room number, a print button is displayed and either of these buttons:
Check Out - this button is displayed when the invoice is on a zero balance or is going to sales ledger.
To check out the function, click Check Out then enter any notes as required and Confirm the selection.
⚠️ Important: Check outs cannot be un-done.
Event Billing - this button is displayed when the invoice is not on a zero balance and payment is required.
To check out the function, select Event Billing. Use the plus + icon to the left of each folio to expand the function billing. You can select items and Transfer To other folios within the event billing, assign charges to a Ledger Account, or Add Payment. Once each function show a zero balance, select Check Out in the bottom right of the screen, then enter any notes as required and Confirm the selection.
⚠️ Important: Check outs cannot be un-done.
Troubleshooting:
Why is checking out events so important? Checking out events is important because it finalises the billing process, ensuring that all charges are accurately recorded and settled. This step helps in maintaining accurate financial records and prevents any discrepancies in revenue reporting. Additionally, checking out events updates the system to reflect that the event has concluded, which is crucial for accurate reporting. It also frees up resources and rooms for future bookings, ensuring efficient management of availability.
Check Out page shows events not due to check out today: Please ensure that the Display is set to Departures rather than Residents.
Event will not check out: Navigate to the event and ensure this is showing Status "Resident" - if it shows confirmed, then the cause may be that the event has not been checked in and will need to be checked in before it can be checked out. If the event status shows Resident, then select Billing tab, and View Folio at the top of the screen. The full event bill is shown on screen for review, ensure all functions are set to 0.00 or assigned to a Ledger Account. Once all bills are at 0.00, select Check Out.
Undo a check out: Unfortunately, this is not possible. If you are needing to make billing corrections, then this you need set up an NRA - Non Resident Account - to complete any corrections.
Find an event invoice: Regardless of when the event was checked out you can find an event invoice at any time using Invoice Reprint.