Create and manage items and services

Lorena Pamplona

Updated October 16, 2023 12:59

In the Items and Services page you will list all products and services available at your property for inventory control and create their SKU number, code and price. Follow this guide to configure and manage your items and services in the products settings and in your reservations.

Create an item category

Creating the item categories is important to organize and sort the items and services provided at your property. You can easily add them to reservations by selecting the category first.

In the Products page,

Go to the Item Categories tab
Click on +New Item Category

Enter the Category Name
Enter the Category Code
Select the category color (it will be displayed on folio)
Click on Save Item Category

The category creation is complete.

You can edit or delete the category whenever you need by clicking in the icons below:

Create an item

In the Products page,

Go to the Items and Services tab
Click to +New Item

Add item name
Select item type (product or service)
Enter item SKU*
(stands for “Stock Keeping Unit”. A SKU is a number or string of alpha and numeric characters that uniquely identify a product. For this reason, SKUs are often called part numbers, product numbers, and product identifiers)
Enter item code
Select item category (or create one)
Enter item description
(Optional) Check this option if you want to make notes mandatory when adding this item to reservations or house account
Enter item price (or check the box "This item does not have a price")
Apply the tax or fee to the item, if needed
If you use Stock Inventory select whether you want to track stock inventory for this product. Learn more here: Stock Inventory
Click on Save Item

The item will be added to the list. You can re-order the list, edit, copy or delete the item.

Add an item to a reservation

Before adding an item to the reservation, make sure the item is already created.

Go to the reservation page and open the folio
Select Add/Adjust Charge
Click to Add Item

Fill out the form as follows:

Select the category
Select the item
Assign to the guest buying the product
Select Folio: If you have the Split Folio feature enabled, select which folio to post the item
Post with current date and time: The current date and time will be selected by default. Uncheck the box to choose a past or future date and time.
Price: Click the value to edit if needed.

If your user is not the Property Owner or Association Admin, your user's role must be granted the permission "Allow to override the price of product on reservation/account" before they can edit the item's price.

QTY: Quantity of items
Total Price: It will be calculated automatically based on the quantity of the item
Payment type: Select whether you want to collect the payment for the item right away

Selecting Do not collect payment will add the item charge (debit) and will not include the payment.
Selecting Credit Card or other payment types will add the item charge (debit) and will include the payment for the item (credit). If you have previously chosen to post the item for a future date (Step #7), the payment will be credited to the balance due only on the date selected.

Transaction Notes, if needed
Allocate Payment: If you have this functionality enabled - this option will be checked by default when you choose to add the payment for the item (Step #11) to allocate the payment automatically.

Learn more about payment allocation here.

Click to continue

The item will be added to the folio.

You can see the charges of the items in the field additional items in the balance due menu.

Void an item from a reservation

You may need to void an item for different reasons: it was added by mistake or the guest changed his mind etc. To void a previously added item from the reservation,

Navigate to Folio in the reservation page
Click on settings icon in the applicable transaction and choose to Void Transaction
Carefully read the message in the pop-out window and click to continue

Voided transactions will still be shown in the transactions report, but they will not influence the balance due.
Items can be voided at any time and in any reservation status.

Where can I see voided transactions?

In the Reports menu,

Go to the Financial Reports > Transactions report
All voided transactions and Items are accessible in the report and noted in the description field