Charges and payment review

Step by step

1. Prepare the charges Finance Officer

   Finance Officer records a booking charge with service date, description and amount, or an amenity charge with outlet, charge date and amount. Each draft points to the reservation responsible for it.

   • Put dated amounts in Draft on the right stay
   • Updates Booking charges, Amenity charges, Bookings

2. Review the account Finance Officer

   Operations Reviewer inspects the draft charge and the linked stay or outlet evidence. Finance Officer moves an eligible charge from Draft to Posted after review. An incorrect entry stays out of the posted account until corrected or Voided.

   • Review source and record Posted or Voided
   • Updates Booking charges, Amenity charges, Amenity bookings
   ApprovalA person approves before the work moves on.

3. Record payment evidence Finance Officer

   Finance Officer records the receipt date, amount and reference on the same reservation. Pending remains separate from Confirmed; a refund is represented by Refunded state.

   • Link receipt reference, amount and state
   • Updates Payment evidence, Bookings

4. Reconcile the account Finance Officer

   Finance Officer compares posted booking and outlet charges with confirmed payment evidence. Any remaining amount is identified for acknowledgment before the property manager checks out the stay.

   • Compare posted account with confirmed receipts
   • Updates Booking charges, Amenity charges, Payment evidence
   ApprovalA person approves before the work moves on.

Finance Officer

Prepares and reconciles financial records; Operations Reviewer examines eligible decisions; Property Manager uses the reviewed account at checkout.