Folio and payments

Folio charges stores a dated description, amount and status for a charge against a stay. Finance Officer can prepare a draft, record a posted charge or void an incorrect one. Utility charges adds named outlet charges under the same reservation. These records let staff assemble the guest account from identifiable entries rather than from an unexplained total.

Payments records the amount received, received date, reference and status against a reservation. A pending payment is different from a confirmed one; a refunded payment must also stay visible during review. Finance Officer compares the posted charges with the confirmed receipts when the guest is ready to leave. The reservation link prevents a receipt for one stay from being counted against another visit by the same party.

• Charge preparation. Record service date, description and amount before posting.
• Payment evidence. Keep receipt reference, date and status with the stay.
• Account review. Compare posted charges with confirmed payments and identify a remaining amount.

Take a guest who used an extra service during a checked-in stay. Finance Officer creates a draft charge with a description the guest can recognize. Operations Reviewer examines the linked reservation and service evidence before the charge is posted. If the evidence does not support the amount, the charge can be voided and corrected through the agreed procedure. A pending payment does not settle that charge.

Define who may prepare a draft, who decides whether it can be posted and how a mistaken charge is corrected. Finance Officer manages the charge and payment records. Operations Reviewer has a review role; agree how a review decision is communicated before Finance Officer changes a financial status. Keep payment references to the identifier supplied by the payment service or cashiering procedure. Choose how refunds are approved and recorded.

If the business uses a payment processor or accounting ledger, configure those connections and identify the authority for confirmation and refunds. The local payment status should follow the acknowledged result. A manually entered reference alone should not be treated as provider confirmation.

Create a draft folio charge for a checked-in reservation and a payment record marked pending with its reference. Ask Finance Officer to open the account and confirm the pending amount remains separate from confirmed receipts. After the actual receipt is confirmed, update its status and compare it with posted charges. If the payment is refunded, keep the refunded status visible and review the resulting account again.

Run a second case with a mistaken outlet charge. Link it to the correct reservation, then void it according to the team’s policy. The reviewer should still be able to find the original entry and see its date, amount and final status. Finish by opening the checked-out reservation and confirming that all charges and payments trace to that same stay.

• Draft Folio Review — Charges waiting for a posting decision.
• Payment Review — Pending, confirmed and refunded receipts with references.
• Draft Utility Charges — Outlet amounts awaiting the same guest-account review.

Follow guest account review, then departure and review for the final stay handoff.