Payments and oversight

Payment evidence records a payment number, receipt date, amount, reference, status and booking. Finance staff can keep pending receipts separate from confirmed ones and identify refunded payments without rewriting the booking. A payment is connected to the same reservation as its folio and outlet charges, giving the reviewer a practical way to compare the guest’s account before departure.

Operations Overview presents bookings over the selected intake period with guest, resource and status controls. Its compact figures and state distribution help the property team focus on current reservations. Its recent evidence queue links back to booking and resource information for closer review. The screen is a starting point for investigation; the detail records carry the dates, amounts and references used in a decision.

• Receipt record. Keep the received amount and reference on a payment entry linked to the reservation.
• Confirmation state. Pending, confirmed and refunded are distinct outcomes for finance review.
• Operational context. Use the overview to locate the booking, then examine its linked charges and payment evidence.

Finance and operations should agree what source confirms receipt and who may change a pending entry to confirmed. Define how a refund is recorded and how a guest’s outstanding balance is acknowledged at checkout. Configure any payment provider and accounting handoff separately, with a reconciliation procedure that uses the payment reference. A posted charge and a confirmed receipt are separate facts; staff should inspect both for the same booking.

A guest is ready to check out after a stay with a restaurant charge. Finance opens the reservation, reviews the posted folio and outlet amounts and checks payment evidence linked to that booking. One receipt may still be pending while another is confirmed. Finance checks the payment reference against its external source before treating a pending amount as confirmed. The operations reviewer then reviews the stay evidence and the property manager records checkout. The resource can move to cleaning for the next guest, while the payment entries retain their own states.

If a payment reference belongs to another reservation, Finance Officer should resolve the booking link before changing the entry from pending. Operations Reviewer can compare confirmed receipts with posted charges, then give Property Manager the checkout decision. The payment record keeps its own status after the booking is checked out.

• Pending Payments — Examine receipt dates, amounts and references awaiting confirmation.
• Confirmed Payments — Review payment evidence already confirmed for a stay.
• Checked In Stays — Open the current booking and its connected records.

Use checkout review to follow charges, payment evidence and the departure decision.