How to charge a POS order to a room

Room charge is the convenience that turns a property into a real hotel — guest signs at the bar, the bill follows them to check-out. This article walks through the flow at the POS and what happens on the PMS side.

Take the order normally

Open POS, take the order — products, modifiers, courses — exactly as you would for a cash or card sale. The room-charge step is at payment time, not order time.

Pay with Room Charge

1. Click Pay (or Close Order). The payment-method picker opens.
2. Pick Room Charge. A reservation picker opens — search by room number, guest name, or last name.
3. Pick the right reservation from the matches. Verify the guest name and room — wrong attribution is the most common error here.
4. Confirm. The order closes, the receipt prints, the guest signs and walks out. The charge is now on their folio.

What appears on the folio

Open the reservation in PMS. The Charges section shows the POS order as a line item with the POS point, total, and timestamp. Click into it to see the full order detail (products, quantities, modifiers, taxes). Each room-charge order is a separate line — multiple orders accumulate without merging.

At check-out

The guest's final invoice picks up all room charges automatically — they appear as line items on the same invoice as the room nights and services. Settle the invoice with the guest's payment method (card, cash, bank, OTA VCC). Each POS order's revenue is reported back to the originating POS point so the bar/restaurant gets credit for the sale, even though it's settled at the front desk.

Common mistakes

• Wrong room — picker shows multiple matches, waiter clicks the first one without checking the guest name. Always verify both room number and name.
• Walk-in posing as guest — confirm the room is actually occupied (Housekeeping shows Occupied) and the name matches an in-house reservation before posting. Don't accept just "room 305" on the guest's word.
• Group bookings — the picker shows each room separately. For a wedding party that wants the bar tab on the master folio, pick the host's room (or the company billing room) deliberately.