New Functionalities
Petty Cash
We have added a new functionality, through which you can track petty cash flows and the overall cash balance. Up until now, the system tracked cash flow related only to customer payments. Flows related to petty cash inflows and outflows were not directly tracked, and the workaround with payments in an external folio was unclear and created confusion. The new functionality is aimed at providing an explicit register for such movements. Here is a description:
- To access the new function, from the navigation select Other functionalities→Petty Cash;
- Strict chronological order. Editing or deleting entries in the register is not allowed. All corrections should be registered with an opposite sign. The financial date of the operation provides clarity and comparability with all financial operations.
- Two levels (user rights) of access.We have organised two levels of access – for users and auditors.
- Petty Cash. With this right, you can register movement – inflow and outflow in your name.
- Petty Cash Audit. This right allows you to register movement – inflow and outflow, both in your name and in the name of someone else. That is, if you are a cashier and hand over cash to another person, you can specify the other person as having received the funds. This way, the system will retain clear information for both users.
- Description and note for the auditor. Each entry has a field for the operation description, which cannot be edited. To facilitate the auditing process, there is a separate field for a note to the entry, accessible only to the auditor, which can be filled in and edited if an auditor right is present. In it, the auditor can fill in notes related to issues or questions to assist them in the process.
- Overall Balance. Entries from the cash register appear in the "Payments" report, taking into account the period and user filters. The entries are added at the end of the report, and a total sum per currency has also been added. The total sum includes cash payments on folios + the cash register.
- Fiscal requirements. It is important to know that the cash register is not linked to fiscalisation. If your legislation requires fiscalisation of petty cash flows, then this module does not meet these requirements and we do not recommend using it.
- POS. In addition to the PMS, you can also use the register in the POS. We have added a new button to the management screen, and the entries are included in the "Payments" report.
Improvements
Companies – new screens
We have completed work on the new Company screens, which are more compact, faster, and more convenient than the old ones, but overall, we have tried to maintain the old way of organisation and operation. Here are the changes:
- New Company search:
- The search is in real-time, as you type the details of the company you are searching for (name, VAT number, contact information), and there is no need to start it.
- Quick access to recently opened Companies. Similar to recently opened Events, a separate bar displays the companies most recently opened on this device. Select a company to open it. The full list of the last 20 used companies can be opened by clicking on the triangle icon at the end of the row.
- New Company screen:
- In-place editing. Instead of opening a large form with all fields, we have made it possible to edit only the fields you wish to edit. Similar to the Events screen, click on the edit icon or on the data itself and edit only those.
- Folios. Similar to the old screen, you can see all operational folios in one place – unused advances, open folios, and closed unpaid folios. Through a link to the new "Folios - Advanced Search," you can find any folio related to this company, using even more criteria than before.
- Quick folio functions. We have made quick functions for each folio accessible so that you can charge services or add payments without leaving the Company screen.
- Events. We have improved the presentation of Events so you can focus on operational information. The focus is on current and upcoming Events, and others can be found via the link to the Events search. The list of Events also has an even more compact view, which you can enable with the button at the top.
- Archiving. You can find the button in the dropdown menu of the options button at the top right.
- New screen for company folios. We have added a link to the new "Folios - Advanced Search." This way, in addition to retaining quick searches (unpaid folios, folios of in-house or expected bookings, etc.), we provide the ability to use all filters in "Advanced Folio Search," as well as its new transfer functions. This allows you to process group accounts even faster.
POS – central item and price management
If you have multiple restaurants and need central management of items and prices within them – review this new functionality. For the PMS and hotel services, we have already added a similar function, and now you can use it for the POS as well. Here's a brief overview, if you haven't already familiarised yourself with it in the PMS:
- Items are presented in a "matrix" across all accounts (restaurants).
- You can easily review what items are offered in all your restaurants and at what prices.
- Using Copy/Paste, you can quickly add the same item to all restaurants.
- You can easily compare the prices of an item, and using the quick function, set a new price for all restaurants with one click.
To open the new screen, from the Management screen, open the new settings screen. In the "Menu" section, select "Items - all POS accounts."
Check-in kiosk – use booking Number and PIN login
The change is small, but it offers two key and important capabilities:
- You can now use any tablets or devices as a check-in kiosk.
- Customers have a backup login method if they cannot find their QR code or if it has been removed from the email (e.g., from emails via Booking.com).
- We have added two new settings to the check-in kiosk: "use QR login" and "use booking Number and PIN login".
With the new settings, if you use our recommended standard tablets with a built-in QR reader, you can also choose "use booking Number and PIN login" as an alternative access method. This way, if the customer has not received or cannot find their QR code, they will be able to log in with their booking number and PIN. Make sure this information is clearly stated in the letters sent to the customer.
If you decide to use a different tablet model or device, you can disable the "login with QR code" option to avoid displaying unnecessary information on the kiosk and to make it clearer for the guest how to log in (via Booking Number and PIN).
Charge transfer – improvement
We have added a new, improved Charge Transfer function to booking searches (arrivals, departures, In Hotel, advanced search), as well as to Folios - Advanced Search. With it, you can transfer charges from multiple folios to a single folio with a few clicks.
In the first case, this allows you to select the bookings themselves from the booking search screens, and in the second – to filter folios by various criteria and select them. The new function provides more control and quick options for selecting revenue groups and the type of charges you wish to transfer. You are already familiar with it from the folio screen, but now you will also be able to use it for mass functions – for multiple bookings or multiple selected folios.
- From the booking search screens – select the ellipsis button (...) →Folios →Make Transfer (New). Then click "Transfer All Charges Here" for the folio you wish to transfer to. A screen will appear where you can choose whether you want all charges to be transferred or a specific type – you can use the quick options: All, Packages, No City Tax, Room only, Extras, or select specific revenue groups.
- From the Folios - Advanced Search screen – filter folios by the desired criteria, select the folios, click the ellipsis button (...) and select "Charge transfer". Select the options on the screen and confirm. Alternatively, from the ellipsis button (...) you can select "Fast Transfer Mode". This will display a "Transfer all charges here" button, which will open the charge transfer screen.
Other improvements
- Activity bookings are now created with the same arrival and departure date – i.e., with a stay of 0 nights. This is much clearer for this type of booking. If you use non-room bookings for other purposes, please note the following change in booking behaviour. Until now, for a non-room booking with zero nights, nothing was automatically charged. After the change, for non-room bookings with a zero period, services are automatically charged if they have a selected rate or "Daily charges" added. The charges are the same as for 1 night.
- Activity bookings – confirmation letter. For Activity bookings, we have prepared a new confirmation letter that corresponds to the nature of these bookings. Please note that for these bookings, there is no possibility for custom templates. The standard confirmation letter has the following customisation options: logo, header, and footer. Additionally, the descriptive text of the guarantee policy is also included.
- Booking.COM – the 'Waived cancellation fees' setting is now included in the channel setting change log.
- SiteMinder – payment import. If the first message contains information about a payment made, the system will add it to the guest's folio. If such information arrives in subsequent XMLs, the system will not create a payment but will generate a To-Do. This functionality is disabled by default and can be enabled via the new channel setting – "Payment Import".
- Availpro – for this channel, we now import payments with the first message. We have added a To-Do if we receive a payment with an update message. The To-Do also contains the payment amount.
- In Booking enquiry templates, we have added a new parameter (booking_offer.guest), so you can add other guest details, such as country, address, etc. Here's what data you can add to the template: {{booking_offer.guest.country}}, {{booking_offer.guest.city}}, {{booking_offer.guest.address}}, {{booking_offer.guest.zip_code}}, {{booking_offer.guest.state}}, as well as all other guest fields.
- POS – more new settings screens. To the new settings screen in the POS, we have added more new screens for the following settings: Menu groups, Items, Kitchens and Printers, Import from CSV file, Datecs operations, Folio Print Templates.
- POS – in the new "Billing info" screen, we have also added the fields: State, City, Postcode.
Fixes
- Rates and Availability – when a company was selected, rates that were in the company's contract but archived were shown.
- Company contracts – we fixed an issue where the check for duplicate contract names was not working.
- The new screen for RoomCloud export logs – we fixed two issues related to the room type filter and the sent updates screen.
- RoomCloud – pauses in phone numbers were automatically removed by the system, which led to the conflict detection system being activated and the booking not being imported.
- In some of the To-Dos created by the channel managers, the booking number was missing.
- The new screen "Booking enquiry - template" – changing the editor was not working.
- POS – "Covers" report, when the report was run with a "By days" filter, the sorting of dates was incorrect.
- POS – daily closing delay. In certain situations, the daily closing was delayed or even failed to complete.
Localisations:
- German FIscalisation (Fiskaly) .The configuration screen for Fiskaly has been fully redesigned. It now offers a more intuitive and user-friendly interface, making it easier to complete all required fiscalisation settings and verify the status of your Fiskaly connection.
- Romania e-Factura. We have improved the export logic for documents already fiscalised through a cash register (bon fiscal / AMEF) to prevent double counting of VAT and revenues.
When a folio has already been documented via a fiscal receipt, the invoice sent to RO e-Factura will now use:
InvoiceTypeCode: 751 – “Invoice for accounting purposes”
(Romanian: „factură informativă în scopuri contabile”)
This ensures that the invoice is submitted to the RO e-Factura system as an informational accounting document, rather than as a new taxable invoice, aligning with Romanian e-Factura compliance requirements.
Integrations
- Gastronovi POS. We have fixed an issue that prevented the interface configuration screen from loading when an invalid or outdated connection token had been saved.
With this update, all tokens are now always displayed, allowing you to view, identify, and manage incorrect or expired tokens directly from the interface without blocking access to the configuration page.
- Clock API webhooks. A new webhook event has been added: folio_void.
This event notifies subscribed systems whenever a folio is voided. It also includes a clear indication of whether the voided folio was previously open or closed, enabling more precise downstream handling.
More information is available in the corresponding section of the API documentation.