Email Pantry Receipts to Accounts

Stay is enhanced to allow users to email guests the receipts of the charges incurred when pantry items are posted to the default house account, or to other accounts such as reservations, groups, and A/R accounts.

Feature Setting

  • Name: Email Pantry Receipt

  • Value: Must be enabled

  • Comments: License is required

Email Receipts for Pantry Items Posted to House Account

Users can email the receipts for pantry items that are posted to the default house account or any other house account by enabling the Send Email flag, entering the destination email addresses in the text field, and clicking the Confirm button. When clicked, the receipts are emailed to the destination address and the items are posted to the house account folio.

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The pantry receipt number is displayed on the summary row of the posted pantry items in the house account folio in the following format: Pantry 12345 - Feb 22, 2023, 03:41:57, where,

  • <Pantry> is the name of the Pantry.

  • <12345> is the pantry receipt number that is auto generated.

  • <Feb 22, 2023, 03:41:57> is the timestamp information of the pantry posting.

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Email Receipts for Pantry Items Posted to Reservations, Groups, and A/R Accounts

Users can email the receipts for pantry items that are posted to reservations, groups, and A/R accounts by enabling the Send Email flag in the Pantry module. When enabled, the following fields are displayed:

  • Email address(es) drop-down list that displays a list of email addresses from the guest profile associated with the reservation, or the company profile associated with the A/R account, the contacts of the company profile, or guest profile associated with the group and the contacts of the group. Only the email addresses that are not marked as Keep as Private are displayed. When there are multiple email addresses for the profile, the primary address is pre-selected by default.

  • + Add mail address hyperlink: Users can enter the email addresses that are not displayed in the drop-down list using this option. Users can enter multiple email addresses separated by a comma.

When all the selected email addresses are removed and the Send Mail flag is kept enabled, the Add Charge button gets disabled. The Add Charge button is enabled only when at least one email address is selected. When clicked, the receipt is emailed to the destination address and the items are posted to the reservation/group folio or to the Non-Invoiced charges section of the A/R account.

The pantry receipt number is displayed on the summary row of the posted pantry items in the reservation/group folio or the Non-Invoiced charges section of the A/R account in the following format: Pantry 12345 - Feb 22 2023 03:41:57, where,

  • <Pantry> is the name of the Pantry.

  • <12345> is the pantry receipt number that is auto generated.

  • <Feb 22, 2023, 03:41:57> is the timestamp information of the pantry posting.

When receipts are emailed to a reservation folio, the following details are displayed on the Email/SMS History screen (Reservation à Print/Email à Email/SMS History):

  • Guest Name

  • Email

  • Date

  • Time

  • User

  • Type

  • Pantry Receipt

  • Status

To support this enhancement, the following changes have been made:

  • A new flag, Send Email, is added to the pantry module on the Pantry screen (Front Desk àPantry). When enabled, a text field is displayed that allows users to enter the destination email addresses separated by a comma, to which the receipts should be emailed.

  • A new field, Pantry Receipt, is added to the Email/SMS History screen (Reservation àPrint/Email àEmail/SMS History) that displays the pantry receipt number of the pantry check that is emailed to the reservation folio. This field is displayed only when the Email Pantry Receipt feature setting is enabled.

  • The Audit Log screen displays the details of the pantry checks posted from the pantry module to various accounts such as reservations, A/R accounts, house accounts and groups.