Charges and payments

A booking charge records a service date, description, amount and status on a specific stay. An amenity charge records its outlet and charge date against a stay. Finance Officer can prepare drafts, review which reservation they affect and post eligible amounts. A mistaken charge can be voided while its original identity remains visible. The reservation link is the common path from an account question back to the operational record.

Payment evidence is kept separately. It records the amount, receipt date, reference and status for the reservation. Pending is evidence awaiting confirmation; Confirmed is the state used for a reconciled receipt. Refunded records a different financial outcome. Finance Officer checks these records against posted charges before the property manager completes checkout. A resident should see an explainable account, with each amount traced to a service or outlet.

• Booking charges. Use the service date and description to identify the reason for a reservation charge.
• Amenity charges. Keep the outlet and charge date beside the reservation and amenity visit.
• Payment review. Reconcile confirmed payment evidence separately from pending or refunded entries.

Agree which staff member prepares each type of charge and which reviewer authorizes a posted amount. Define when a payment reference can be treated as confirmed and who handles a refund. Establish a clear path for an outstanding account at checkout, including who acknowledges it. The local payment evidence record is the team’s reconciliation point; a payment service or accounting ledger needs its own connection and operating agreement before staff rely on an external confirmation.

A resident has a nightly stay charge and a restaurant charge. Finance Officer finds both by reservation, checks the service date and outlet, and reviews their amounts before posting. A payment appears with a reference but remains Pending. The team does not count it as confirmed collection merely because a reference was entered. After the receipt is confirmed, Finance Officer compares its amount with the posted account and raises any outstanding balance for acknowledgment. If the restaurant charge was wrong, the correction follows the charge status rather than changing the payment record to make the totals appear equal. The reviewer checks the outlet and reservation again before Finance Officer posts a corrected amount. At checkout, Finance Officer identifies any balance that still needs acknowledgment; a pending payment reference cannot settle it.

• Draft charges for review — Check outlet amount and reservation before posting.
• Pending payment evidence — Identify receipts that still need confirmation.

Use account review before checkout and turnover.