I can't check a room out - Balance outstanding

If you are having trouble checking a room out because there is a balance on it, then you should check both the reservation (RES) and reservation item (RESX) transactions, as normally you will find that night audit charges have posted onto one and payments have been posted onto the other.

The reason for this is the charge privileges that were selected for that reservation. These charge privileges are set when a booking is made in the system but can be changed.

An example would be; when making a reservation, on the charges page if you tick the charge to room box then accommodation, services, extras, food and beverage will all be charged to the reservation item (RESX). This is under the Charges tab of a reservation.

When the guest comes to check in and you take payment, you would need to post the payment in the RESX (reservation item) so that when the night audit posts the charges they will balance the room out to zero. If the payment is posted in the RES (reservation) then you would be unable to check the room out as the charges and payment are not in the same place. 

To check this you would need to 'View Transactions' on the reservation. If it shows like the image below then click on the book logo into the right hand corner (Split View) to open up both the RES and RESX. You will now be able to see if your charges and payments are in different places. 

It will then open up the booking, to look like the below:

If they are not all in the same place then you just need to move the transaction into the correct place, whether that be either the RES to the RESX or the RESX to the RES.

To do this, click on the checkbox next to the transaction (as highlighted below). Then click 'Move Transactions' button. 

Once you have clicked that, it will appear as below. Ensure the top box is checked 'Move transactions to reservation' and then click the 'Move Transactions' button at the bottom. 

Now the payment has moved over onto the opposite side of the transaction page. You can also see that the balance is £0.00, which means you will be able to check the guest out now.