How to transfer an order to a room

Hotel guests don't want to pull out a card every time they order a coffee, a beer, or a spa session. Room charge solves that — the order is signed to the room and paid at check-out alongside the rest of the stay. HotelBee links the POS order to the active reservation in one tap.

Step 1 — Identify the guest's room

On the POS screen, tap the room/customer icon (the door or person icon in the top bar). A modal opens with two ways to find the right reservation:

• By room number — pick the room from the list. HotelBee finds the reservation that's currently checked in for that room.
• By guest name — search the guest, pick a reservation if they have multiple, and HotelBee assigns the room from there.

Step 2 — HotelBee validates the room

Once you pick a room, HotelBee runs a quick check:

• Active reservation? The room must have a reservation in CHECKIN status. If the guest hasn't checked in yet (or has already checked out), HotelBee warns you and won't allow room charge.
• Multiple in-house reservations on one room? Rare, but it can happen with same-day check-out + check-in. HotelBee asks you to pick the right one.

When the validation passes, the customer panel shows the guest's name and the dates of their stay. The order is now linked to that reservation.

Step 3 — Build the order normally

Add products, set quantities, add notes — everything works the same way as any other POS order. Tip: at busy times, attach the room first, then take the order. That way if you forget to pick a room before saving, the kitchen ticket prints with the wrong allocation.

Step 4 — Charge it to the room

Tap Pay. In the payment dialog, choose Room Charge. The dialog auto-fills the order total and confirms the room. Tap Confirm. HotelBee marks the order as paid (via room charge), prints the customer receipt with "Room XXX" as the payment method, and posts the line to the guest's folio.

Where it shows up on the guest's folio

Open the reservation in PMS. The folio now has a line for this POS order, with:

• POS point name (Restaurant, Bar, Pool)
• Order number and timestamp
• Total amount in the reservation's currency (HotelBee converts if the POS uses a different currency)
• A link to open the full order so anyone reviewing the folio can see what was ordered

At check-out, the room charge total is part of the balance due — the guest settles all POS orders alongside the room rate in one transaction.

Different currencies between POS and reservation

If the POS bills in EUR but the reservation is invoiced in ALL, HotelBee converts the line to ALL on the folio using your configured rate. The original EUR amount is preserved on the order so reports stay accurate per POS.

When room charge isn't available

If the Room Charge option is missing or greyed out:

• POS point disabled it — your shop or vending POS may have Disable Transfer set so it can't post to a folio. Configure under POS Point settings.
• No room selected — pick a room first; the option appears once a room is attached.
• No active reservation — the guest hasn't checked in or has already checked out. Front desk can check them in if they've just arrived.
• Permission missing — your role doesn't have permission to post room charges. Ask a manager.