iOrder Platform → Hotel Manager → Setup for Room Charging

Created 15 April 2025 • Updated 15 April 2025

Setup

The following topic describes the steps needed to configure room charging within Hotel Manager.

Before commencing the setup ensure that all compatibility and prerequisite steps are completed.

Setup Topics
Navigate to Hotel Manager (if this is not displayed it will need to be enabled with a request to your Zonal Account Representative)

Charge to Room Setup

Follow these steps to setup room charging:

  1. Select Charge to Room Setup

  2. Enable the toggle for Charge to Room

    This toggle will enable room charging for the estate. This does not mean once the toggle is enabled users of the API will be able to charge but this controls whether iOrder will start to sync Hotel information from PMS systems and whether other configuration can be added

  3. Set the required Verification Attempts by making a selection from the drop down, 1 to 5 attempts

    To bring back a PMS folio which a Guest can charge to the guest needs to supply a room number and name. This field allows you to set the number of times the guest can do this in a day. The main reason for this feature is to mitigate the risk of a guest searching multiple times for the name 'Smith' for example and charging to a folio that is not theirs

    This should be set with risk appetite and the guest experience in mind. To further bolster the security of this feature the name provided by the guest has to match the folio name exactly. Operators may want to consider how their folio names are saved and whether or not the name saved against the folio needs to be communicated to the guest at check in. For the best guest experience we would suggest using room numbers as opposed to room names in your PMS system

  4. Click the link for Pay Method, configure the Charge to Room payment to the required payment method from Aztec

    Aztec Payment methods need to be added manually through a support request. Once a specific payment method for hotel charging has been configured in Aztec and added to iOrder you can use the Payment Method configuration screen to select the Aztec payment method you would like to track these payments against. This should mean all room charges are reported in Aztec appropriately

  5. Click Save Changes

Hotel Association

If the estate has been enabled for Charging to Room in the previous step each night iOrder will check POS Integration Engine for PMS integrations and bring back the hotels that have been found for each site.

The results of this will be displayed within Hotel Association.

Follow these steps to enable sites to have charge to room configured:

  1. Select the Sites required for room charge by setting the check box

  2. If further control by Sales Area is required click the + icon and select the required sales areas

  3. Click Save Changes

If there has been an error in contacting one of the sites this means iOrder was unable to confirm whether or not there are any hotels linked to that site and therefore this should show as an error in the screen detailing which site / sales area iOrder was unable to contact the last time the sync was run. This could be due to multiple reasons for example the configuration could be broken in POS Integration Engine or the site was not able to be contacted when the sync ran. In these instances, once the issue has been resolved it may be necessary to refresh the hotels by running the sync again on the fly as opposed to waiting overnight.

Refresh Hotels

Follow these steps to refresh the hotels:

  1. Click Refresh Hotels

    Due to the impact on performance of the platform of repeated syncs being run this is limited to 5 manual refreshes per day per estate

  2. The refresh process will commence and the rest of the screen will become inactive unti the process completes

Once this is complete the results will display on screen as described above, and the remaining hotel associations can be completed.

View Hotels

View Hotels enables each property to be turned on or off as required for room charge.

For the Zonal PMS integration, only one hotel per site is supported and therefore no Hotel Name is returned to iOrder. These will be named HLS Hotel 1, 2..N. The user would be able to tell which hotel is which using prior knowledge of the PMS integration that was set up at the site populated in the site column i.e. if there can only be one hotel supported via Zonal PMS for a site then this is the hotel that will be enabled for charging in the next step in the view hotels / enable disable option

Follow these steps to enable or disable room charging:

  1. Click Edit

  2. Enable the toggle for Hotel Status to be on which sets room charging to be on

    If another hotel is already enabled for the site / subset of site sales areas associated with the hotel you will not be able to enable this hotel we can only support one hotel per site

  3. Click Save Changes