Nowadays all the PMS / Front office software have two separate field to fill the billing instructions, one area to update the billing instruction for the guest, which is also printed on all stationary like guest invoice, registration card etc. And the second field for updating internal / cashier billing instruction eg: only cash settlement etc.

A Payment / billing instructions must be updated at the time of entering the reservation, For Example if the payment method cannot be confirmed or if payment is by any form other than credit card then the Status of the reservation should be changed to Tentative / Optional ( Depending upon hotel policy) and once payment has been made or credit card provide the Status can be updated to Confirmed.

Below are few sample standard Billing instruction short codes used in reservation and front desk, Once the short codes are defined by the hotel management then all staff should strictly stick to the standard codes, because billing instructions are printed on different guest forms and reports which are accessed by all hotel staffs.