Charges and payments

Booking charges holds folio charges with a date, description and amount. Class charges holds outlet charges with an outlet name, charge date and amount. Both point to Bookings and each has Draft, Posted and Voided states. The Finance Officer prepares and reconciles these records; the Operations Reviewer examines eligible source evidence without becoming the direct editor of the finance tables.

Payments is separate. A payment carries its receipt date, amount, reference and Pending, Confirmed or Refunded status. Provider confirmation determines whether the receipt counts in checkout reconciliation. The desk can complete a stay after charges have been compared with confirmed receipts or an outstanding account has been explicitly acknowledged, but checkout itself must not confirm a payment.

• Keep identity. Begin with the reservation and confirm the guest party and studio before updating a related record.
• Separate decisions. Record preparation, review and the resulting status as distinct steps where the workflow calls for them.
• Trace the handoff. Leave the linked task, outlet activity, charge or receipt on the stay so the next role can check its source.

Decide how the Finance Officer identifies each charge’s source and keeps it on the intended reservation. A folio charge should have an understandable description and date. For an outlet charge, the reviewer compares the reservation with the outlet evidence before the officer posts the Draft entry. Agree who can correct a mistaken amount or reservation while the charge is still under review.

For payments, identify the provider-confirmed evidence and the person who records the reference. Rehearse a Pending receipt at checkout alongside a Posted charge. The officer must exclude that receipt from confirmed money and acknowledge any remaining balance explicitly. A second rehearsal should use a Confirmed payment on the same reservation and show why charges and receipts are separate decisions.

A stay has a folio charge and a spa charge under the same reservation. The Finance Officer checks the amounts and source evidence before posting eligible drafts. A payment remains Pending until provider confirmation is recorded separately. At checkout, the officer compares Posted charges with Confirmed receipts for that reservation. If they do not balance, the outstanding account is acknowledged explicitly. The desk does not turn a Pending payment into Confirmed money by checking out the guest.

• Draft folio charges — Review the charge date, amount and reservation before posting.
• Pending payments — Separate unconfirmed receipts from money available for reconciliation.

Use the related process to rehearse the next decision and the data model to check the linked records.