Payments and departure

A payment belongs to a reservation and has a received time, amount, reference and status. Pending identifies a receipt still awaiting confirmation; Confirmed is the recorded receipt used for reconciliation; Refunded remains visible as a distinct outcome. Finance Officer compares these records with posted folio and outlet charges before the Property Manager closes the stay.

• Working record. Departure changes the reservation from checked in to checked out. The unit then moves into Cleaning, with a cleaning task assigned to People. The Property Manager checks the completed task before returning the unit to Available. Keeping payment confirmation, stay closure and unit readiness as separate decisions helps the team see exactly which handoff is waiting.
• 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.

• Receipt evidence. Agree which payment reference and confirmation source Finance Officer accepts.
• Outstanding amount. Decide who acknowledges a remaining balance before closing a stay.
• Cleaning review. Set the inspection rule for returning a unit to Available.

For a departing guest, list the reservation’s posted folio and outlet charges, then compare the total with payments marked Confirmed. Leave any Pending payment outside the confirmed total until its source is checked. Close the reservation only after the team settles or acknowledges the difference. Create a cleaning task on the unit and review completion before making it Available.

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.

Before anyone changes a payment status, compare the reference and received time with the provider record. A refund remains a separate recorded outcome, and the team should revisit the stay balance if it occurs after departure. This keeps a later correction visible to Finance Officer and Property Manager.

If the posted charges exceed confirmed receipts, Finance Officer brings the difference to the departure review. Property Manager closes the stay only after the team settles the amount or explicitly acknowledges an outstanding account. The payment record keeps the reference used for confirmation; the reservation keeps the departure state. A later refund calls for another balance review, even though the unit may already be in turnaround.

• Pending Payments — Receipts awaiting confirmation against their source.
• Confirmed Payments — Confirmed receipts available for stay reconciliation.

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