Charges and receipts

A folio charge records its service date, description, amount, status and linked stay. Finance Officer can distinguish a draft from a posted or voided charge while reviewing the guest’s account. A receipt has its own payment number, received date, amount, reference and status. Both records point to the stay, giving departure review a clear place to compare charges with confirmed money.

The statuses carry different meanings. A posted charge describes a recorded amount owed. A confirmed receipt describes a received payment that has been confirmed. A pending receipt should remain pending until its payment evidence is confirmed. Changing the stay to checked out must not silently confirm a receipt or erase an outstanding amount.

• Charge. Prepare a draft against the correct stay and post it when authorized.
• Receipt. Record the payment reference and keep Pending, Confirmed and Refunded distinct.
• Departure. Reconcile posted amounts with confirmed receipts or acknowledge the remaining account.

Decide which services appear as folio charges and how staff distinguish them from outlet charges. Confirm who prepares, posts and voids a charge. Finance Officer manages both charges and receipts; Operations Reviewer can inspect the evidence. If payments come from an external provider, agree how its confirmation and refund results enter the receipt record. A local amount entry by itself should not be treated as provider confirmation.

Agree how a guest is informed of a remaining balance and who may acknowledge an outstanding account at departure. Finance Officer should review the stay reference on every charge and receipt before reconciling. A charge belonging to a different reservation must be corrected on that source record rather than absorbed into the departing guest’s account.

Create a stay, prepare a draft charge for a dated service and post it. Record a receipt with the same stay and payment reference, first as Pending and then as Confirmed when the payment result is available. Compare posted charge amounts with confirmed receipt amounts. Leave a second receipt pending and verify that it does not reduce the confirmed balance used at check-out.

Try a voided charge and a refunded receipt as separate cases. The departure review should show their statuses plainly so the team can explain the remaining balance. Ask Operations Reviewer to inspect the evidence before the final decision, and keep the room’s cleaning transition tied to actual checkout rather than the entry of a payment reference.

• Draft Folio Charges — Review charges before posting them to a stay.
• Receipt Review — Check pending payment references against the intended reservation.

Follow charge and receipt review for money status, then arrival to room release for the departure decision.