1. Cloudbeds
  2. Configuration Hub
  3. Property Configuration
  4. Products

Create and manage items and services

Lorena Pamplona
Updated
Purpose Create and manage item categories and items, add items to reservations, and void item transactions.
Best for Property owners, Organization admins, and staff members responsible for product setup or reservation charges.
Use this when You need to configure products or services, post them to a reservation folio, or correct an item transaction.
Requirements Create the applicable item before adding it to a reservation. Price overrides require the applicable role permission.
Expected result Items are configured correctly, posted to the selected folio, and voided transactions remain available in Reporting without affecting the balance due.

Introduction

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.

Expand the workflow that matches your task. Each section includes the required steps and the result you should see after completing them.

Table of contents

Manage items and services

Use these workflows to organize items into categories and configure the products and services available at your property.

Create an item category

  Why categories matter: Item categories organize the products and services offered at your property and make them easier to find when adding them to reservations.

On the Products page, complete these steps:

  1. Go to the Item Categories tab.
  2. Click + New Item Category.

  1. Enter the Category Name.
  2. Enter the Category Code.
  3. Select the category color (it will be displayed in the folio).
  4. Click Save Item Category.


 

The category is now available for use.

You can edit or delete the category when needed by clicking the applicable icon:

Create an item

On the Products page, complete these steps:

  1. Go to the Items and Services tab.
  2. Click + New Item.

  1. Enter the item name.
  2. Select the item type: product or service.
  3. Enter the item SKU. A stock keeping unit is a unique alphanumeric product identifier, sometimes called a part number or product number.
  4. Enter the item code.
  5. Select the item category, or create one.
  6. Enter the item description.
  7. (Optional) Check this option if you want to make notes mandatory when adding this item to reservations or a house account.
  8. Enter item price (or check the box "This item does not have a price.
  9. Apply a tax or fee to the item, if needed.
  10. If you use Stock Inventory select whether you want to track inventory for this product. See Stock Inventory.
  11. Click Save Item.

The item is added to the list. You can reorder the list and edit, copy, or delete the item.

Add and void reservation items

Use these workflows after the item has been created. Expand the section that matches the action you need to complete in the reservation folio.

Add an item to a reservation

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

Add one item from the reservation page

  1. Open the reservation and go to the Folio tab.
  2. Select Add/Adjust Charge.
  3. Click Add Item.

Fill out the form as follows:

  1. Select the category
  2. Select the item
  3. Under Assign to, select the guest buying the product.
  4. Select Folio: If you have the Split Folio feature enabled, select the folio where the item will be posted.
  5. 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.
  6. Price: Click the value to edit it, if needed.

  If your user is not the Property Owner or Organization 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.

  1. Quantity: Enter the number of items.
  2. Total Price: Confirm the automatically calculated total.
  3. Payment type: Select whether to collect payment for the item immediately.

Choose one of the available payment types:

  • Do not collect payment: Add the item charge without collecting payment.
  • Stored Credit Card: Collect payment using a saved card.
  • Terminal: Activate the card reader for a card-present payment.
  • Add new credit card: Enter new card details and process the payment.
  • Pay by Link: Send a payment link to the guest.
  • Cash: Record a cash payment.

 Selecting Do not collect payment will add the item charge (debit) and will not include the payment.

  • Selecting Credit Card or another payment type 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 in step 8, the payment will be credited to the balance due only on the date selected.
  1. Transaction Notes, if needed
  2. Allocate Payment: If this functionality is 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 in Payment allocation overview.

  1. Click 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.

Process the item payment through a terminal

When you select Terminal as the payment type:

  1. Confirm the connected terminal that will process the transaction. If multiple terminals are registered, select Choose Another to switch devices.
  2. Click Process Payment to activate the card reader.
  3. Ask the guest to tap, insert, or swipe their card.

After a successful charge, the item and payment details appear together in the folio. If the guest cancels or the charge fails, the item is not added.

Add multiple items through the reservation drawer

From the Dashboard, you can add multiple products to a reservation at once instead of adding them individually from the reservation page.

  1. In the reservation menu, click view reservation details 
  2. Go to Folio.
  3. Open the charge menu.
  4. Click Add products.

  1. Add the applicable products.
  2. Click Next to save.

All selected products are added to the reservation folio at once.

Void an item from a reservation

Void an item when it was added by mistake or the guest no longer wants it. To void a previously added item:

  1. Open the reservation and go to the Folio tab.
  2. Click the settings icon for the applicable transaction, and select Void Transaction.
  3. Review the confirmation message, and click Continue.

  Voided transactions remain visible 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:

  1. Go to Financial Reports > Transactions.
  2. Find the voided transactions and items in the report. Their status is noted in the description field.

  You can Related guide: For more information about this report, see Transactions Report.

Next Operational Step

After configuring your items and categories, add the applicable items to a reservation folio and confirm that the charges appear in the selected folio.

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