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🏨 Hotel Room Charges (PMS)

Look up hotel guests, charge a check to their room, and understand No post and failed postings on your Z report.

If your restaurant is inside a hotel, you can charge a guest's meal straight to their room and let the hotel system settle it at checkout. The POS also sends your payments to the hotel system so the two sets of books match.

Before you start

The hotel connection is set up by PayFacto. If you don't see Room Inquiry on the POS, contact your sales representative. Currently available outside Quebec.

Look up a guest

  1. On the POS, tap Room Inquiry.

  2. Type a room number or the guest's surname (at least 2 letters) and search.

  3. Pick the guest. You'll see their room, Current Balance, and whether posting is allowed.

Charge a check to a room

  1. On the payment screen, choose Charge to Room.

  2. Enter the amount — or press Enter for the full remaining balance. You can charge part of a check to the room and take the rest another way.

  3. Find the guest, check the details, and tap Confirm. You'll be asked to confirm: Charge $45.00 to Smith, Room 312?

  4. The check is posted to the guest's room, with the itemized detail. A receipt prints when the whole check goes to the room.

Posting allowed vs. No post

Each guest shows Posting allowed or No post. No post means the hotel has blocked charges to that room — the Confirm button stays disabled, and the POS can't override it. Ask the front desk; only they can lift it.

End of day: Failed PMS Postings

If a payment couldn't be sent to the hotel system, your Z report shows a Failed PMS Postings section listing the invoice, payment type and amount. The system retries these automatically when the reading is taken. A line marked Autobalance only means the charge itself reached the hotel and only the balancing entry is outstanding — don't re-post it. If the same invoices keep appearing, contact support.

If you see one of these messages

  • No in-house guest found. — The guest isn't checked in, or the room or name is wrong. Try the other search method.

  • No guests found — Try searching by room number instead of guest name or vice versa, or check the spelling.

  • Please enter at least 2 characters to search by name.

  • Unable to connect to the hotel system. Please try again later. — The hotel system isn't reachable. Take another payment method, or wait and retry.

  • PMS integration is not configured. — Contact PayFacto support.

Opera Cloud (OHIP) specifics

  • Searches match Opera's in-house reservations only — a guest who has checked out or not yet arrived won't be found.

  • No post reflects Opera's NOPOST flag on the reservation.

  • Non-room payments (card, cash) are posted to Opera paymaster accounts set up by PayFacto during onboarding.

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