What Hotel Should Do in PMS When Receiving Reservations from OTAs (For Booking Pay Over Counter)

Hello Softinn PMS user!

Let’s imagine that you have received a new reservation from Agoda which the payment will be collected by the Hotel.

Check out the video & guidelines below to find out what Hotel should do when receiving a reservation from OTAs for the payment collected by Hotel in Softinn PMS :

Steps What Hotel Should Do in PMS When Receiving Reservations from OTAs (For Booking pay Over Counter) in Softinn PMS:


Follow the guidelines below:

Step 1 : Go to Softinn PMS

Step 2 : Select the correct property

Step 3 : Click ‘Reservation

Step 4 : You’ll be able to view the new booking received from OTAs. Remember to assign the room number for the reservation received from OTAs.

Let say the guest called Hotel and informed that she would like to make a partial payment by online transfer. After she has made the partial payment by online transfer, you will need to record the payment made by her in Softinn PMS.

Step 5 : To add the payment, click ‘Folio

Step 6 : Click ‘Add Payment

  • Tick the Room Charges
  • Insert the amount that the guest has paid partially
  • Select the correct Payment Method & Payment Account for Online Transfer
  • Insert ‘Remark‘, if you want to
  • Once done, click ‘Save Payment

During the check-in date, the guest paid the remaining amount in cash. This is how you should record the transaction in Softinn PMS.

Step 7 : Click ‘Add Payment

  • Tick the Room Charges. The remaining amount will be auto reflected.
  • Select the correct Payment Method & Payment Account for payment by Cash
  • Once done, click ‘Save Payment

Step 8 : If you collect a refundable security deposit from the guest, then click ‘Collect Deposit‘ to record the payment.

The transaction journal were summarised into the Transaction List Report & Sales Report, for reporting purposes.

Steps to View Transaction List Report & Sales Report in Softinn PMS:


Follow the guidelines below:

Step 1 : Click ‘Others‘ and click ‘Report

Step 2 : Click ‘Transactions‘ and click ‘List

Step 3 : Paste the guest folio no. of the search bar

Step 4 : You’ll be able to view the transaction list for the guest reservation

Step 5 : To go to Sales Report, click ‘Others‘ and click ‘Report

Step 6 : Click ‘Transactions‘ and click ‘Sales

Step 7 : Paste the guest folio no. of the search bar

Step 8 : You’ll be able to view the sales report for the guest reservation. 

Hope this video helps you on how you should do when receiving a reservation from OTAs for booking pay over the counter 🙂

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