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Process Payments & Receipts

The document outlines the process for handling payments and receipts in a restaurant or hotel, including presenting bills to guests, accepting various forms of payment such as cash, credit cards, room charges, or vouchers, and thanking guests at the end of their visit. Key steps include printing legible bills, discreetly presenting checks, accurately giving change, obtaining signatures for credit cards, and settling charges to rooms, companies, or special accounts. Proper handling of payments is important for good customer service and financial control.

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Anne Fronda
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678 views12 pages

Process Payments & Receipts

The document outlines the process for handling payments and receipts in a restaurant or hotel, including presenting bills to guests, accepting various forms of payment such as cash, credit cards, room charges, or vouchers, and thanking guests at the end of their visit. Key steps include printing legible bills, discreetly presenting checks, accurately giving change, obtaining signatures for credit cards, and settling charges to rooms, companies, or special accounts. Proper handling of payments is important for good customer service and financial control.

Uploaded by

Anne Fronda
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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PROCESS

PAYMENTS
AND
RECEIPTS
BILL is an amount of money
owed for goods supplied or
services rendered, set out in a
printed or written statement of
charges.
● The methods by which bills are prepared and processed range
from handwritten dockets to highly computerized systems.
● The two purposes of a guest’s bill are:
a. to inform the guest of the amount to be paid (giving details
of what is charged) and
b. to act as a control system for establishment.
Guest’s bill may be presented at the table, at the bar, or at a
cashier’s desk.
Wherever it is presented, the bill should be kept up to date at all
times.
The bill should be kept ready for presentation as soon as the
guest requires it
Presenting the
Bill/Check
● Ensure that it is presentable and legible.
● Use judgment and present the check when
deemed appropriate.
● Check should be presented in a booklet to a
host or placed in the center of the table.
● After presenting the check, take a few steps and
glance back at the table. If the guest already has
cash or a credit card ready, it may mean he or
she is in a hurry to leave. If this is the case, try
to close the transaction immediately as soon as
possible.
● Always be discreet, tactful, and gracious.
Accepting Payment
• Checks are paid either by credit card or cash.
• If the guest is paying by credit card, follow company guidelines.
• If the guest is paying with cash, ensure that you receive the correct
amount, and return any change with a selection of bills to ensure
flexibility in leaving a tip. DO NOT change right at the table. Take
the check and cash to the back of the house, and make the
change.
• In handling cash, make sure you count the change twice and make
sure no bills are dropped as you take the change back to the table.
• Return the check and change it on either a tip tray or booklet,
along with the receipt.
• Do not pick up tips while guests are still in the restaurant unless
handed to you by the guest or you are summoned by the guest.
Print the bill / check for presenting to the guest:

• Print the guest check the POS


machine on a ‘Slip Printer’/ Roll
Printer.
• Place the check in the bill folder.
• Place a pen along with the bill.
• Present the bill to the guest/host.
Settlement the bill by Cash:
• Cash settlements may vary among
restaurant/hotel policies.
• If the guest wants to settle by foreign currency
then request the guest to exchange the currency
with the front desk cashier. (Depending upon the
hotel and local government policy).
• Present change in the folder.
• Do not claim the tip until the guest leave.
• If the guest leaves while you are settling the bill
then, the change is your tip.
Settlement by Credit Card:
• Swipe the Card on the EDC machine.
• Enter the amount on the EDC machine.
• Verify the amount entered with the amount on the bill. Confirm
the settlement.
• Take the printout and get the signature on the merchant copy
from the guest along with the check copy.
• Return the credit card along with the guest’s copy of the credit
card slip/voucher.
• If the guest adds a tip on the Credit card slip then adjust the same
on the EDC machine and take a new printout.
• If the credit card is declined/expired then politely ask the guest for
another card or form of payment. If necessary ask the guest to
step away from his or her group so that he or she will not be
embarrassed.
Settlement to In House rooms:
• Request the guest to write their name and room number on the printed check
and sign them.
• Do a room inquiry on the POS machine with the details mentioned on the bill by
the guest.
• Try searching by room number first if not found then try again by searching by
the last name of the guest.
• If details matched with those given on the bill then settle the bill on to that
room.
• If the details don’t match then, ask the guest to present the room key as
identification.
• If the POS inquiry fails with the given details, then crosscheck with the front desk
team with the guest details. And check if the guest is entitled to a credit from the
restaurant.
• Nowadays on the PMS there are features to block all POS settlements, This will
restrict any POS settlements from restaurants to the guest room account, So
these guests have to pay their bills directly at the restaurants by other payment
methods
Settlement to Company or City Ledger:
• Ask the guest to write down the Company name on the
bill, some companies have credit with the hotel. These
are called city Ledgers.
• If the guest is aware of the unique City
Ledger number then ask for the same.
• Ask the guest to sign on all the checks.
• Give the receipt showing the charges.
• Make the settlement to City Ledger
and close the Table on POS
Settlement against Coupons, vouchers and Gift
certificates:
• Read the coupon carefully to determine if it is a
valid or expired one.
• Find out what all charges are covered.
• Don’t give any cash as a change for gift certificates
and coupons.
• If the coupon amount doesn’t cover the total food
bill then collect the balance amount by other
methods of payment.
• Keep the coupon safely in the cash box/folder.
Treat them as cash.
Thank Guest:

• Thank the guest when you return the change


and receipt.
• Invite guests to return to the restaurant/hotel
again.
• If the guest leaves without settling the bills
then inform the Security Manager and Outlet
manager about the same

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