Folio and outlet charges

Finance Officer records a folio charge with service date, description and amount, or an outlet charge with outlet name, charge time and amount. Both point to a reservation. Draft keeps a charge in preparation, Posted identifies a charge carried into the stay balance, and Voided distinguishes a removed charge without confusing it with a new payment.

• Working record. The reservation link matters when two guests have similar names or occupy nearby units. Finance Officer checks the source and amount before moving a charge from Draft to Posted. A changed or disputed charge needs a clear decision before the team reconciles the stay. Operations Reviewer can inspect the related records during the charge review.
• Decision point. The named owner checks the linked reservation and current state before changing the next record. Keep the guest, unit and amount on the record where the decision is made.
• Handoff. Use the reservation reference to carry the outcome to the next team. The next owner can check the same stay without rebuilding the story from messages.

• Source evidence. Agree what proves a service was delivered and which reservation should bear the cost.
• Posting owner. Decide who reviews a draft amount before it is Posted.
• Voids. Agree who can void a charge and how its reason is retained in the operating procedure.

Take a restaurant service for a checked-in guest. Check the reservation used for the booking, enter the outlet name, charge time and amount, and leave the new charge in Draft until the source is checked. Post it only to the correct reservation. At departure, compare posted outlet and folio charges with confirmed payments; a voided item should not be treated as due.

Review both a normal case and a correction. Confirm the guest, assigned unit and reservation reference at each step. If a staff member finds a wrong amount, date or recipient, resolve it before the next owner treats the work as complete. This rehearsal establishes who changes the record and who checks the result.

For a charge correction, Finance Officer checks whether the item remains Draft or has already been Posted. A Voided charge stays visible with its reservation, but it must stay out of the amount compared with receipts. Outlet name and charge time help staff trace an outlet item; the charge has no direct booking reference, so the officer checks the reservation and service evidence before attributing it to a restaurant or spa visit.

• Draft Folio Charges — Folio items waiting for financial review.
• Draft Outlet Charges — Outlet items waiting for financial review.

See the related operating process and the full data model for the records each handoff uses.