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Billing to a Room

Closing Checks using Bill to Room​

The actual process of billing to a room is similar to collecting cash or a credit card. When a check is being closed, select Bill to Room and enter the room number to bill to. The system will prompt you with the person's name to confirm you have the right person. If it is correct, choose Yes and the charge is posted.

Note: iQ-POS will not allow checks to be billed to a room with a Cash or other non-guaranteed pay type. Use the Room Inquiry button on the iQ-POS Terminal screen to confirm the guests Pay Type prior to attempting to bill charges to the room.

Once a transaction has been billed to a guest's room, you can not change it. You can, however, recall the closed check and adjust the check as needed, then choose bill to room again. The appropriate debit or credit will be posted. You should make all adjustments to bill to room checks in iQ-POS, not roomMaster. Making changes in roomMaster will only cause your roomMaster sales figures and iQ-POS sales figures to become out of balance. You can also void the amount billed to the room from iQ-POS by selecting the Bill to Room item and selecting Remove Items > Void Room Transaction. If the incorrect room was billed, select the Bill To Room item and select Remove Items > Move Transaction to Another Room.

Bill to room transactions are the only transactions that occur real time in iQ-POS. When a Bill to Room transaction is tendered, two transactions are posted to roomMaster. The transfer debit account code is used to post the charge to the guest's room. The transfer credit account code is used to post the payment to the Point Of Sale desk folio. This real time double sided transaction ensures that your shift report will always be in balance. For more information on iQ-POS to roomMaster accounting see POS Accounting.

Closing Checks using Bill to Room to an External Property​

When Bill to Room with Number Window or Bill to Room with Keyboard Window is selected, after selecting Bill to Room and adding a gratuity if appropriate, a prompt will appear asking if the Bill to Room is for this property. If Yes is selected, the regular Bill to Room process is followed. If No is selected, the Multi Property selection screen appears. Highlight the property where the guest is staying and press Select, then enter the guest room number. If the external property room numbers include a letter, the Bill to Room with Keyboard Window option must be used. Communication will be opened between iQ-POS and the other property and then the different sub folios available to post to will display. Select the proper sub folio and press Select. The charge will be posted to the guest folio at the other property.

Note: If only one other external property is entered, the Multi Property selection screen is skipped and either the touch screen number pad or touchscreen keyboard will appear to enter the guests room number at the other property.

When billing to a guest folio at an External Property, the debit posting to the guest room is immediate, but unlike charging to a room at your own property, no off setting credit posting is made to the Point of Sale Desk folio. When the iQ-POS Dayend Close is run, the total of all charges posted to external properties is posted as a credit, like a payment. If you posted to multiple external properties, it is highly recommended to have separate account codes for each external property to make it easy to determine how much was billed to each property. See External Property Setup for more information.

Billing to a Direct Bill/City Ledger account at an External Property​

Optionally, you can also use the Bill to Room feature to post to a direct bill/city ledger account at an external property. To do this, you also have to add the /PREFIXRC special formula.

  • The /PREFIXRC must be entered in the Special Formula on the Accounts tab in EPI at the external property receiving the charges.

  • The Bill to Room with Keyboard Window option must be used.

Use the same steps as billing to a room at an external property, but when the prompt appears to enter the room number, enter C and the direct bill account number, i.e. C25 or C143. This lets roomMaster know it is a City Ledger account and not a room number.

Note: When using the /PREFIXRC special formula and posting to a guest room, the room number must be preceded by an R, such as R110 for room 110 or RH132 for room number H132.