Room check, minibar and room items

This article explains how a housekeeper records what was taken from the minibar, how the minibar is restocked to par and counted, how the room's items are checked after checkout, and what the front desk does with missing or damaged items.

The main rule: the minibar goes to the guest's bill right away, while damage goes there only after the front desk decides. A room check creates a compensation draft, not a charge.

Who: the owner and the manager — setup; the housekeeper — minibar entries and room checks; the front desk — damage decisions and corrections; the housekeeping supervisor — minibar counts. The location's business type must be "Hotel".

Before you start: housekeepers work on the "My rooms" screen — see A housekeeper's shift.

Set up the minibar#

1. Open "Rooms" → "🏷️ Room types" — the "Hotel settings" window opens.
2. Go to the "Housekeeping" tab, "Minibar" block.
3. Click "Add item" and fill in "Item", "Price" and, if needed, "Tax group" (default — "Location default"). Up to 200 items.
4. Click "Save".

Without items, the housekeeper has no minibar counter. An item priced at 0 is not added to the bill.

Stock tracking and par levels#

If you want to know the stock in each room and get restock tasks:

1. For each item choose a "Stock item" (default — "Not tracked in stock").
2. Turn on "Track in stock". Items without a stock item are still added to the bill but are not written off from stock — the block lists them.
3. In "Par levels", set "By room type" — how many of each item a room of this type holds (empty — not stocked).
4. If a particular room is stocked differently, set "Room overrides" (empty — as for its type, 0 — not stocked in this room).
5. Click "Save", then "Create stocking tasks" — housekeepers get tasks to restock rooms below par.

For minibars the hotel creates a separate "Minibars" warehouse by itself: each storage cell is a room. Restocking is a transfer from the location's main warehouse to the room; sold items are written off from the room.

Record the minibar (housekeeper)#

1. In "My rooms", open a room whose cleaning is assigned to you.
2. In the "Minibar" block, use "More" / "Less" to set how many of each item the guest took.
3. Tap "🍫 Record minibar".

What happens next:

• each item becomes a separate line on the guest's bill right away — for example "Minibar: Cola × 2"; the front desk does not need to confirm it;
• after checkout the line goes to the departed guest's bill, not to the next guest's;
• if the guest's bill is already closed or cannot be found, the line shows "passed to the front desk", and the front desk gets an urgent "minibar after the bill was closed" task — charge it manually or issue a separate bill;
• with stock tracking on, the taken items are written off from the room once, and a restock task is created for the room.

Each recorded item shows "recorded"; without a connection — "waiting to be sent", and the entry is sent automatically.

Correct a mistake#

The housekeeper cannot change a recorded count: a repeat with a different quantity is rejected with "Already recorded — the front desk corrects it." New items can still be added to the same cleaning.

The front desk corrects a mistake by reversing the bill line in POS: a reason is required, and without the void right — a manager PIN. There is no separate minibar edit screen.

Restock the minibar to par#

The hotel creates the "Minibar restock" task by itself: after each minibar entry, after a count and with the "Create stocking tasks" button. A room has one open restock task listing what is missing to reach par.

1. The housekeeper opens the task in "My rooms" (an unassigned one can be **"Take"**n).
2. In the "What to put in" block, each item shows "plan N". Change the quantity to what you actually put in — the goods leave stock once.
3. Tap "🧃 Restocked".

The task closes only with this button — the usual "Done" does not apply to it. A repeat with a different quantity is rejected ("Already restocked with other quantities — the supervisor will correct it"): the next count fixes the difference.

Count the minibars#

A count (inventory) is done by a manager, the front desk, the warehouse or a housekeeping supervisor.

1. Open "Inventory" → the "Stock" tab and choose the "Minibars" warehouse. The "Minibars by room" block appears: stock per room against par, "Below par", "awaiting restock".
2. Click "Count minibars".
3. Enter how many are actually in the room. An empty field means the room was not counted and is not included in the report. The "As recorded" button fills in the recorded quantity.
4. Click "Post (N rooms)". Up to 100 rooms at a time.

Result:

• the difference for each room is posted to stock as a correction;
• a "Count discrepancy report" is created: recorded, counted, difference, cost and the reason (shortage / surplus / match) — open it in "Count reports" and print it with the "Count performed by … signature, full name" field;
• restock tasks are created for rooms below par.

Sold items are already written off, so a shortage in the report is what disappeared beyond sales. A count shortage is never charged to a guest: it only shows as a loss in the "Minibar and damage to rooms" report.

Turn on the room check#

1. "Hotel settings" → the "Rooms & types" tab, the "Room equipment" block.
2. Add items: "Item", "Category" (Electronics, Textiles, Furniture, Amenities, Other), "Replacement cost", "Tax group" and the "Check at checkout" mark. Up to 300 items.
3. Set what is in the rooms of each type (and overrides for individual rooms).
4. Turn on "Check at checkout" and save.

If no room type has a list, the block warns that "housekeeping will have nothing to check".

Do the room check (housekeeper)#

The check opens from the room window:

• in a cleaning after checkout — always, when the check is turned on;
• in a "🔎 Room N — check before checkout" task — if the front desk asked to check the room before closing the bill (see below).

1. In the room window, tap "🔎 Room check".
2. For each item choose "In place", "Missing" or "Damaged". "In the room: N" is shown next to it.
3. For "Missing" and "Damaged", enter "How many" and, if needed, a "Comment". "Damaged" requires a "Photo" — photos can only be added with a connection.
4. The "Minibar — taken by the guest" section lets you record the minibar too — it goes to the bill the same way as from the "Minibar" block.
5. "Save" saves a draft of the check (as many times as needed). "Finish check" — when every item is marked.

After finishing, the room window shows "Room checked" and the result: "Everything in place" or "Missing: N · damaged: N" and "The front desk will review the damage." A finished check cannot be changed: "The check is already finished — the front desk corrects it."

One check per checkout: if the room was checked before checkout, the cleaning after checkout does not create a second check.

What happens when something is missing or damaged#

If at least one item is "Missing" or "Damaged":

• a compensation draft is created with the status "Awaiting decision". The amount is the item's replacement cost from "Room equipment" × quantity. Nothing is charged to the guest until the front desk decides;
• for each item, a repair or replacement request appears on the task board. The room is not taken out of service automatically — that is the front desk's decision.

Decide on a damage draft (front desk)#

Drafts are visible:

• on the task board — the "🧾 Damage · N" button;
• in the bill payment window in POS — the "Damage found at inspection" block;
• in the "Room check before checkout" block — "Open claim".

1. Open the draft — the "Damage compensation" window: who checked and when, photos, "Assessed", "To pay", "History".
2. Choose a decision:

3. If the guest's bill is open, the approved amount is added to the bill automatically as "Damage compensation" lines — status "On the bill".
4. If the bill is already closed, the front desk gets a task, and in the window you can "Capture {amount} from deposit" (if the booking has a deposit and it covers the amount) or send the guest a payment link from the booking card.

A decision is made once: a second, different decision is rejected ("This draft has already been decided — refresh the window").

The owner, the manager and the front desk with edit rights can decide compensation. The housekeeper and the housekeeping supervisor see the draft but cannot decide ("Only the front desk or a manager decides compensation").

Before checkout#

To get the minibar and missing items onto the bill before the guest leaves:

1. In the checkout window on the room board or in the bill payment window in POS, find the "Room check before checkout" block.
2. Click "Check the room". You see "Room check requested", and an urgent "🔎 Room N — check before checkout" task appears on the board for the housekeeper currently working on that room, or unassigned.
3. The block shows the progress: "Waiting for housekeeping: …", "Housekeeping is checking the room: …", then "Room checked …", the minibar and the result of the check.

The front desk or a manager can request the check, and only while the guest is in the room. If the guest has already left, the cleaning after checkout checks the room.

While there is no check, the block warns: "The room has not been checked: the minibar and missing items are not in the bill yet. You can still close it." Checkout at the front desk is not blocked by the check.

If the guest checks out by themselves#

With online checkout, the guest cannot finish checking out from the phone while:

• their bill has an undecided damage draft — the guest sees a message asking them to come to the front desk;
• a check before checkout has been requested but is not finished — the guest sees that the room is being checked and they can check out once it is done.

If a minibar charge reaches the bill after the guest paid, the guest is sent back to pay the remaining balance.

What is not available yet#

• Editing a recorded minibar entry. Only reversing the bill line in POS.
• Editing a completed restock. The next count fixes the difference.
• Charging a count shortage to the guest. It goes to losses in the report.
• Stock without a linked product. Without "Track in stock" or without a "Stock item" on the item there are no write-offs, restock tasks or counts — the minibar only goes to the bill.
• Photos of items at check-in. The "Photo at check-in" mark in "Room equipment" is saved but has no effect yet.
• A damage amount above the assessment. The front desk can reduce the amount but not increase it — the amount comes from the replacement cost in the list.
• Automatically taking the room out of service after damage.

Related sections#

• A housekeeper's shift
• Inspect a cleaning and send it back
• Restaurant, minibar and meals on the room bill
• Online checkout: payment and readiness check
• Prepayment, guarantee and security hold
• Guest and company bills: charges and printing
• Hotel: Rooms, PMS and Guest Service

Frequently asked questions#

The housekeeper does not see the "Minibar" block#

The block appears only if the cleaning is assigned to her, the task is not closed yet and the settings have at least one minibar item. The minibar is recorded in a room cleaning or in a check before checkout.

The guest disputes the minibar — how do I remove the line?#

Reverse the line on the bill in POS with a reason. If stock tracking is on, the next count evens out the room's stock.

Why did the minibar end up in a front desk task instead of the bill?#

The guest's bill was already closed (or not found) when the housekeeper recorded the minibar. Charge it manually or issue a separate bill.

The check found damage — has the money already been charged to the guest?#

No. A draft "Awaiting decision" was created. The money reaches the bill only after "Approve" or "Reduce".

The "Create stocking tasks" button is disabled#

First save the settings with "Track in stock" turned on and par levels set.

The warehouse says "turn it on in “Room types” → “Minibar”" — where is that?#

That is an old path name. The "Track in stock" switch is now under "Hotel settings" → "Housekeeping" → "Minibar".