Contents
What is this integration?
5Stelle is a hotel management system (PMS) widely used by hotels in Italy. This integration lets you charge the club's sales directly to a hotel guest's room, from the Golfmanager POS.
When a customer staying at the hotel buys something at the club (a green fee, equipment rental, a drink…), the amount is added to their room account instead of being collected on the spot. The guest pays for everything together at check-out at the hotel.
Unlike a payment gateway, 5Stelle does not charge a card: it moves the amount to the guest's room account in the hotel system. The module is installed from the App Market (or with help from support).
What problem does it solve?
The guest buys without paying on the spot: the amount is charged to their room.
Reception sees which rooms have guests staying (active check-in) to choose who to charge.
A convenient experience: hotel and club share a single payment at the end of the stay.
Traceability: every charge is recorded, whether successful or failed.
What information is exchanged, and which way?
Information | Direction | What for |
Query for rooms with an active check-in (today) | Golfmanager → 5Stelle | To know which room can be charged |
List of occupied rooms and guest details | 5Stelle → Golfmanager | To show the rooms to choose from at the POS |
Charge: room, total amount and product detail (quantity, code, description, price) | Golfmanager → 5Stelle | To add the charge to the guest's account |
Acceptance or rejection of the charge (with the reason) | 5Stelle → Golfmanager | To close the sale or show the error |
Every charge attempt is recorded in Golfmanager.
Prerequisites (before activating the integration)
The hotel must use the 5Stelle PMS and have its service (REST API) enabled.
Have the 5Stelle module installed, together with the Billing and POS modules (mandatory).
The connection details 5Stelle provides: the server address (Server URI), the hotel code and the client code (token).
Every product that will be charged to a room must have its 5Stelle product code.
Billing management permissions to configure.
Setup in Golfmanager (step by step)
The setup has three parts.
Part 1 — Connection details with 5Stelle
Log in to Golf Manager.
Go to Settings > 5Stelle.
Enter the Server URI, the Hotel code and the Client token.
Save the changes.
If any of these three values is missing, the integration will warn that it is not configured.
Part 2 — Product codes
Go to Products.
Edit each product that will be charged to a room.
Fill in the 5Stelle Product ID field with the matching product code from 5Stelle.
Save the product.
Part 3 — Payment method
When the module is installed, the payment method "5Stelle - Room Charge" is created automatically.
Check that it is active and visible in the POS.
In Payment Methods, edit "5Stelle - Room Charge" and make sure its SAF-T Code is set.
⚠️ If a product in the charge has no 5Stelle Product ID, the charge won't go through. And the payment method's SAF-T Code is required for correct tax handling in Italy.
Field-by-field reference
Server URI
Description: the 5Stelle server (API) address.
System impact: it is the gateway for communication with 5Stelle; without it, Golfmanager can neither query rooms nor send charges.
Behaviour: Golfmanager sends the room queries and the charges to this address.
Example of use: enter the address 5Stelle gives you (for example,
api.5stelle.net/v1).
Hotel code
Description: the identifier of the hotel (property) in 5Stelle.
System impact: it tells 5Stelle which hotel the queries and charges belong to.
Behaviour: it is sent with every request to 5Stelle.
Example of use: the code 5Stelle gives you for your hotel (for example,
HOTEL01).
Client token (client code)
Description: the authentication code to connect to the 5Stelle API.
System impact: it authorises the connection; if it is wrong, 5Stelle will reject the requests.
Behaviour: it accompanies every query and charge as a credential.
Example of use: the token 5Stelle provides for your hotel.
5Stelle Product ID (on each product)
Description: the product's code in 5Stelle, set on each Golfmanager product.
System impact: it lets 5Stelle recognise each item in the charge. It is mandatory on every product charged to a room.
Behaviour: before charging, Golfmanager checks that every product in the cart has this code; if any is missing, it does not make the charge.
Example of use: on the product page (the "5Stelle Product ID" field), enter the matching code from 5Stelle.
SAF-T Code (on the "5Stelle - Room Charge" payment method)
Description: the SAF-T tax code linked to the room-charge payment method.
System impact: it is required for the correct tax handling in Italy of room-charge payments.
Behaviour: it applies to the operations made with this payment method.
Example of use: in Payment Methods > 5Stelle - Room Charge, set the appropriate SAF-T Code.
How to check it works
Go to Settings > 5Stelle and check that the three connection details are saved.
Check that at least one product has its 5Stelle Product ID.
Open the POS and add that product to the cart.
Choose the "5Stelle - Room Charge" payment method and check that the room selection dialog opens with the active check-ins.
Select a room and confirm the charge.
Check that the charge is processed, the cart closes and the operation shows as successful in the 5Stelle transactions log.
Day-to-day use
The usual flow at reception or at the club's point of sale is:
At the POS, add the products to the cart as usual.
When paying, select the "5Stelle - Room Charge" payment method.
A dialog opens with a dropdown of the rooms with an active check-in and the total amount to charge.
Select the guest's room and confirm.
What happens / system behaviour: on confirming, Golfmanager (1) checks that every product has its 5Stelle code, (2) verifies that the amount matches the cart, (3) records the payment and (4) sends the charge to 5Stelle. Then:
If 5Stelle accepts the charge, the payment is linked to the transaction and the cart closes.
If 5Stelle rejects the charge, the operation is fully rolled back (no half-finished charge is left) and the rejection reason is shown.
Reviewing the transactions
Every room charge, successful or failed, is kept in the 5Stelle Transactions list (admin access). For each operation, it stores:
The POS cart and the payment involved.
The room that was charged.
Whether the charge was accepted or rejected.
The detail sent and 5Stelle's response, and the error message if there was one.
It is the main tool for reviewing any issue and seeing exactly what was sent and what the hotel replied.
Limitations to keep in mind
It is a room charge, not a card payment. It requires the guest to have an active check-in in 5Stelle.
It works from the POS. It is not a payment method on the online booking website.
It does not support refunds from Golfmanager: any adjustment is handled at the hotel, on the room account.
Charges must be made the same day: 5Stelle rejects charges dated more than 24 hours old.
Every product charged must have its 5Stelle code; if it is missing, the charge won't go through.
It depends on the 5Stelle server being available and on the connection details being correct. Acceptance or rejection is decided by 5Stelle, not Golfmanager.
Frequently asked questions
How is a "room charge" different from taking a card or cash payment?
With a room charge, no money moves at the club at that moment. The amount is added to the guest's hotel account (their folio in 5Stelle) and the guest pays for everything together at check-out. The club doesn't take a card or cash payment: it is the hotel that ultimately collects from the customer. That is why it requires the guest to be staying and have an active check-in.
What do I need ready to start using it?
Three things: (1) the Billing and POS modules and the 5Stelle module installed; (2) the connection details 5Stelle gives you —Server URI, Hotel code and Client token— entered in Settings > 5Stelle; and (3) the 5Stelle Product ID filled in on every product you'll charge to a room. Also check that the "5Stelle - Room Charge" payment method is active and has its SAF-T Code.
A "5Stelle is not configured" message appears. Why?
It means one of the three connection details is missing. Go to Settings > 5Stelle and make sure the Server URI, the Hotel code and the Client token are filled in. Save the changes and try again.
An error says "the 5Stelle server is not responding". What should I check?
Golfmanager couldn't reach 5Stelle. Check that the server address (Server URI) is correct and that the 5Stelle server is up. If the address is right and the problem continues, it is most likely an issue on 5Stelle's side: contact their support.
When I choose "5Stelle - Room Charge", no room appears in the dropdown. Why?
The dropdown only shows rooms with an active check-in for the current day. If it is empty, it is usually one of two things: (1) there is no guest with an active check-in in 5Stelle at that moment —check it in the PMS—; or (2) you haven't added products to the cart yet. Add the products and check the check-ins in 5Stelle.
It says "the product has no 5Stelle code" (or "the default product is not configured in 5Stelle"). What do I do?
It means one of the products in the cart has no 5Stelle Product ID. Go to Products, edit that product and fill in the 5Stelle Product ID field with its code in 5Stelle. If the message says "the default product is not configured in 5Stelle", it means the code exists in Golfmanager but isn't registered in 5Stelle: check it with the hotel so they create it in their system.
I selected the room, but the charge is rejected saying "there is no check-in". What's happening?
5Stelle rejected the charge because the selected room has no guest with an active check-in. Check in 5Stelle that the guest is correctly registered and that their check-in is active. Once fixed at the hotel, try the charge again.
It says "the date is more than 24 hours old". Can I charge a sale from yesterday?
No. 5Stelle does not accept charges with a date more than 24 hours old, so charges must be processed the same day the sale happens. If you need to charge an older sale, you'll have to handle it directly with the hotel on the room account.
It says "the amount to charge does not match". What does that mean?
It is a safety check: the total amount the POS sees doesn't match the sales to be charged. Reload the POS and try the charge again. If it keeps happening, check that the cart's sales weren't modified during the process (for example, a discount or a quantity change mid-charge).
Can I issue a refund of a room charge from Golfmanager?
No. This payment method does not support refunds from Golfmanager. Any adjustment or refund must be handled at the hotel, on the guest's room account in 5Stelle.
Can I use 5Stelle as a payment method on the online booking website?
No. The 5Stelle room charge works only from the POS and does not appear as a payment option on the online booking website.
How do I know a charge went through, and where do I check it?
In the 5Stelle > Transactions menu. There you see each charge with the room, whether it was accepted or rejected, the detail sent, 5Stelle's response and the error message if there was one. It is the reference screen for reviewing any issue and checking exactly what was sent and what the hotel replied.
What exactly happens, step by step, when I confirm a charge?
Golfmanager: (1) checks that every product has its 5Stelle code; (2) verifies that the amount matches the cart; (3) records the payment; and (4) sends the charge to 5Stelle. If 5Stelle accepts it, the payment is linked to the transaction and the cart closes. If it rejects it, the operation is fully rolled back (no half-finished charge is left) and the rejection reason is shown.
What is the payment method's "SAF-T Code" for?
The SAF-T Code of the "5Stelle - Room Charge" payment method is required for the correct tax handling in Italy of charges made by room charge. It must be set on the payment method itself (Payment Methods > 5Stelle - Room Charge).
Does the charge appear immediately on the guest's account at the hotel?
Yes. As soon as 5Stelle accepts the charge, it is recorded on the guest's room account at the hotel, ready for them to pay at check-out.
Which products can I charge to a room?
Any product you sell from the POS that has its 5Stelle Product ID set. It is best to fill in that code on all the products usually charged to rooms (green fees, rentals, drinks, shop items…), so the charge doesn't fail for a missing code.