Charges

A folio charge records an action, amount and occurrence date against a reservation. An outlet charge records the outlet name, charged date and amount against its reservation. Both kinds of charge have Draft, Posted and Voided states. Finance Officer can therefore separate an amount being prepared from an amount included in the posted position for checkout.

The charge records are distinct from guest payments. This distinction lets Finance Officer compare posted charges with confirmed payments and identify an outstanding account. A voided charge remains visible as its own outcome instead of disappearing from the operational history.

• Folio. Record the action and amount on the stay before posting.
• Outlet. Attach the outlet name, date and amount to the correct reservation.
• Status. Move a charge through its allowed state path and reconcile posted amounts at departure.

Decide which actions belong on the folio and how outlet staff convey charge evidence to Finance Officer. Identify who can create drafts, who may post, and who may void. The team should check the reservation link before posting because a correct amount on the wrong stay is still a serious error. Set an approach to a late outlet charge so a checkout does not conceal an open balance. Keep the difference between a void and a refund clear: the charge status and the payment status are separate records.

A guest books a spa treatment and later receives an outlet charge. Finance Officer records the outlet name, date and amount against the guest’s reservation in Draft. After checking the source evidence, the authorized actor moves the charge to Posted. A separate folio charge may record another charge for the same stay. At checkout, Finance Officer compares those posted amounts with the confirmed guest payments. If the outlet amount was entered in error, the permitted void path preserves that decision rather than overwriting the amount.

Rehearse a duplicate outlet charge, a draft that is not ready to post and a charge attached to the wrong stay. Staff should resolve each before checkout. An amount shown in a draft list must not silently enter the posted total.

• Draft folio charges — Folio entries that still need a posting decision.
• Draft outlet charges — Outlet entries awaiting review before they affect the posted position.

See outlet activity for outlet charges and checkout for final reconciliation.