Charges and folios

A folio charge carries a service date, description, amount, status and booking. An outlet charge identifies the outlet name, charge time, amount, status and booking. Finance staff can compare those lines with the guest’s reservation before changing their state. Charge numbers give each entry a stable reference for a discussion with the property manager or operations reviewer.

Draft, posted and voided are the available charge states. Review a draft’s booking and amount before posting it. A voided charge should remain visible as a record of what was entered, rather than disappearing from the guest’s history. An outlet reservation may explain a guest’s visit to a restaurant or spa, but finance still needs the actual charge evidence for the amount.

• Folio items. Service date and description explain a charge added to the stay.
• Outlet items. Outlet name and charge time identify a restaurant or spa transaction.
• Review status. Draft items need attention; posted and voided items remain distinguishable during checkout review.

Decide which staff member supplies a service description and who checks the outlet’s amount before finance posts it. Establish how corrections are handled and who may void a draft or posted entry under the property’s policy. Define how finance resolves an amount that cannot be matched to a booking. Payment evidence is maintained separately, so the checkout review needs both the charge list and confirmed receipts for the same reservation.

A checked-in guest uses the spa and asks for another service during the stay. Finance records the spa amount as an outlet charge with the booking and outlet name, then records the other service as a folio charge with its description and service date. Both begin as drafts while finance checks the supporting detail. The team can post accepted amounts and keep a voided error visible if one was entered against the wrong stay. Before checkout, the reviewer sees the accepted charges together with the payment evidence, using the booking number as the common thread.

If the guest disputes a line, Finance Officer can use the charge number to locate the exact entry and compare its booking, date and amount with the source. Operations Reviewer can inspect the same record without changing its financial state. The team should settle a wrong booking link before posting a draft.

• Draft Folio Charges — Check service date, description, amount and reservation before posting.
• Draft Outlet Charges — Review outlet amounts and their linked bookings.
• Checked In Stays — Find the stay whose folio is being reviewed.

Follow outlet services for specialty charges and checkout review for the final stay review.