Folios and payments

A stay has nightly guest charges and a restaurant charge. Finance enters each against the same booking and reviews which amounts are drafts, posted or voided. Payment evidence holds the received amount, occurrence date, provider reference and its own state. The final review compares posted charges with confirmed receipts.

A draft charge is preparation; a posted charge contributes to the statement; a voided one remains traceable but should not be collected. A pending payment is separate from a confirmed payment. Staff do not treat a local entry as provider confirmation. A refund changes the payment evidence state without quietly changing the original charges.

• Separate charge states. Finance Officer works with draft, posted and voided guest and facility charges on the booking.
• Check receipts. Provider reference and payment state are reviewed before a receipt contributes to settlement.
• Find the balance. Compare posted amounts with confirmed payment evidence for the same booking and identify any outstanding amount.

Agree which service charges are placed on the guest folio and which belong to an outlet. Define who can post or void a charge and how provider references are checked. Prepare a partially paid stay, a duplicate provider event and a corrected outlet amount for the first rehearsal.

Agree who checks provider evidence and how duplicate references are handled. Prepare a case with one pending and one confirmed receipt. Finance Officer should compare them with posted charges without counting a draft or voided amount.

The guest has a posted room charge and a posted spa charge. One payment is confirmed and another remains pending. Finance counts only the confirmed evidence in the checkout comparison. If a balance remains, finance identifies it for the final checkout decision. The pending evidence stays available for later review by Finance Officer.

Finance Officer opens the booking and reads its guest charges, facility charges and payments. The pending receipt stays separate from the confirmed one. If posted charges exceed confirmed payments, finance identifies the difference for checkout review.

• Draft folio charges — Guest charges awaiting a posting decision.
• Pending payment evidence — Receipt records requiring provider confirmation.

• Folio And Payment Review follows the linked case through its next handoff.
• Implementation plan sets the first operating cycle and access review.