There is a situation in hotels where guests are checked in, their bills are catered for by the organization! That's is to say, that their KYC details have to be taken as the country law dictates but are billed under the organization! U have to register the customers and the organization as a customer! But you don't bill the individual customers, you have to bill the organization and in the part of details, you put the specific person in the organization who accrued the bill! You bill the organization, for instance if USAID organization is registered as a customer in the FiCOS system then under the payment details you put the name of the person in the organization! These are tips and tricks for hoteliers using FiCOS retail management system as a hotel management system! Cheers!
Absolutely spot on — this is a very common scenario in the hospitality sector, especially when handling corporate or institutional guests whose bills are centrally paid by their organizations.
In FiCOS, the best practice is exactly as you described:
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Register the organization (e.g., USAID) as a customer in the system.
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Register each individual guest with their full KYC details, as required by law.
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During billing, link the sale or reservation to the organization, not the individual, to ensure accurate invoicing and reconciliation.
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In the payment notes or reference field, include the name of the guest from the organization who actually stayed at the hotel or incurred the charges. This is useful for internal tracking, audits, and resolving any disputes.
FiCOS is flexible enough to handle these multi-entity transactions, and it’s great to see hoteliers leveraging it this way.
For those who want to learn more or see step-by-step instructions, check out this detailed guide on adding payments to sales orders:
👉 https://ficos.app/docs/adding-payment-to-sales-orders/#6-toc-title
Thanks for sharing this tip — it's super valuable for others in the hotel industry using FiCOS!
Cheers! 🙌
