Outlet charges and visits

A service visit is attached to a reservation. Its visit type, location, start date and number of places give the front desk the context for a linked service booking. The reservation link is essential: it lets staff see that the visit belongs to the guest’s stay instead of treating it as an unrelated diary item. Front Desk Agent records the visit and Operations Reviewer examines the associated evidence.

An outlet charge is a different record. It states the item, issue date, amount and whether the charge remains draft, has been posted or has been voided. Finance Officer reviews it against the reservation before it is included in the guest account. A visit can exist without an immediate posted charge, and a draft charge should not be represented as a settled guest balance. Staff should agree how the outlet passes its evidence to finance.

For a guest with a service visit during a stay, the front desk records the visit under the booking and identifies its location and start date. If the guest incurs an outlet charge, finance prepares that item against the same booking. Reviewer and finance staff can compare the two records and resolve a mismatch before posting. The guest account remains understandable even when the visit and its charge are entered by different people.

• Source. Begin with the booking, unit or person record that owns the work, and use its linked records for the surrounding context.
• Decision. Give the named operational role a clear point to confirm, post, assign or complete the work.
• Follow-through. Review the next state and the linked reservation before handing it to another team.

• Agree which outlets use the visit record and how locations are named.
• Set the evidence the reviewer needs for a submitted service visit.
• Decide who prepares and posts each outlet charge.

Create a visit for a guest with an active reservation and a location known to the front desk. Check that it appears against the intended booking. Add an outlet item as a draft; finance checks the item and amount before posting. If the visit is entered under the wrong reservation, correct its linkage before the charge reaches the guest account.

• Upcoming service visits — See scheduled outlet activity with its linked reservation.
• Outlet charges for review — Inspect draft outlet items before posting.
• Active stays — See confirmed and checked-in reservations.

• Read the outlet service to review process.
• Read the guest account to checkout process.