Configure Billing Contact Details for Groups

Stay is enhanced to allow users to configure billing contact details for group masters.

A new section, Billing Contact, has been added to the Group Booking tab of group masters. This section is displayed only when the Group Billing Contact flag in the Groups Default section in the Groups tab of the Property Setup screen (All Settings à Properties, Buildings & Outlets à Groups) is enabled.

This section displays the following fields:

Field	Description
Billing Contact	This is a single-select drop-down list that displays the profiles and contacts associated with the group master. Users must select the preferred contact for the group. Group contacts must be added to a group so that they are populated in the drop-down list. Users cannot add a billing contact otherwise.
Address	This is a single-select drop-down list that displays the primary addresses of the profiles and contacts associated with the group master. Users must select the preferred address for the selected contact.
Phone	This is a single-select drop-down list that displays the primary phone numbers of the profiles and contacts associated with the group master. Users must select the preferred phone number for the selected contact.
Email	This is a single-select drop-down list that displays the email addresses of the profiles and contacts associated with the group master. Users must select the preferred email address for the selected contact.

Users can select None in any of the mentioned fields when a billing contact/address/phone/email is no longer required for the group.

To add a new billing contact for the group master, users must click the Add Billing Contact option. When selected, the Add Billing Contact pop-up screen appears that displays the following fields:

Field	Description
Last Name	The last name of the contact.
First Name	The first name of the contact.
Middle Initial	The middle initial of the contact.
Address	This section allows users to configure the address details for the contact in the following fields:
Address Type	Select the address type of the address.
Street	Enter the street name.
City	Enter the city name.
State/Province	Enter the state/province name.
Zip/Postal Code	Enter the zip/postal code.
Country/Region	Enter the country name.
County	Enter the county name.
Contact	This section allows users to configure the contact details in the following fields:
Phone Type	Select the phone type.
Phone Number	Enter the phone number.
Extension	Enter the extension number.
Email Type	Enter the email type.
Email Address	Enter the email address.
Marketing	This section allows users to configure the marketing details in the following fields:
Source of Business	Select the source of business.
Guest Type	Select the guest type.
Market Segment	Select the market segment.

When users click Save, the contact details are saved as the billing contact for the group.

Important Points

• The contact details in the Billing Contact section of a group are prepopulated in the contact details of the guest profile associated with the group.

  • When the guest profile associated with a group is modified, the contact details associated with the new profile selected is displayed.

• Users can select any contact added to the guest profile associated with the group or contacts added to the Group Contacts section of a group as a billing contact. When users select a billing contact, the address, phone number, and email address configured for the selected billing contact are displayed.

• When users email a group folio, the folio is emailed to the email address of the billing contact selected for the group.

  • When no email address is configured for the selected billing contact, users must manually enter an email address to email the folio.

• Users can override and modify the address, phone number, and email address configured for the billing contact by selecting the contact details of a different contact. In this case, the modified contact details is considered.

• Users cannot remove the contact selected in the Billing Contact section from the Group Contacts section.

• When users modify the contact details of the billing contact associated with a group, the updated details are displayed in the Billing Contact section when users refresh the screen. The following message is displayed when the contact details are modified: Billing contact details have been updated for the associated profile. Please refresh for the latest information.

• When the billing contact selected for a group is blocked or archived, the selected contact is not impacted.

• When the billing contact selected for a group is anonymized, the contact details are masked and displayed in the Billing Contact section. This is applicable only for departed groups as anonymized profiles cannot be selected as a billing contact for active groups.

• When users copy a group, a new section, Billing Contact, is displayed below the Contacts section in the Copy Group screen. When users select the billing contact and click Copy, the billing contact is copied to the new group.

Billing Contact for Linked Groups

For linked groups, the billing contact associated with the group is displayed in the following fields present in the Details tab of the Linked Groups tab in a group master.

• Billing Contact Name: The billing contact name associated with the group.

• Billing Contact Phone: The phone number of the billing contact associated with the group.

• Billing Contact Email: The email address of the billing contact associated with the group.

Email Group Folios

When users email the folio of a group, the billing contact details associated with the group are displayed in the Guest Details section of the Email pop-up screen.

Print Group Folios

When users print group folios, the billing contact details associated with the group are displayed in the Guest Details section of the Print Folio pop-up screen.

When users select the Create Folios by Source Account checkbox and print the group folios, the billing contact details are displayed below the Guest field in the printed folio.

Group Summary Report

A new column, Billing Contact, has been added to the Group Summary report (Dynamic), that displays the contact details of the billing contact associated with the groups.

Records for Billing Contacts

A record is created in the Group History section of groups and the Audit Log screen (Reports à Audit Log) that captures the username, date, and time when the following operations are performed:

• Select a contact in the Billing Contact section

• Modify the selected contact in the Billing Contact section

• Add a new contact in the Billing Contact section

System Changes

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

• A new flag, Group Billing Contact, has been added to the Groups Default section in the Groups tab of the Property Setup screen (All Settings à Properties, Buildings & Outlets à Groups).

• A new section, Billing Contact, has been added to the Group Booking tab of group masters.

• A new section, Guest Details, has been added to the Email and Print Folio pop-up screens.