Folio and payments

Folio charges record services against a reservation. Each charge has a service date, description, amount and status. Payments hold a received date, amount, reference and their own status. Finance Officer uses these records to review the guest account before departure. A posted charge is different from a draft, and a confirmed payment is different from one still pending.

Suppose a guest has a room stay, a posted service charge and a pending card payment. Finance Officer follows the charges and payments through the reservation and checks whether the payment has actually been confirmed. If an outlet charge is added, it remains a separate record linked to the stay. The account discussion uses the posted charges and confirmed receipts, with unresolved items identified clearly.

• Charges. Finance Officer prepares folio items and distinguishes Draft, Posted and Voided.
• Receipts. Finance Officer tracks Pending, Confirmed and Refunded payments with their reference.
• Review. Operations Reviewer examines the reservation-linked account before the departure decision.

A voided charge stays visible for review; it is not a payment. A refunded payment is a different status from a pending receipt. The team should preserve the original reference when correcting an account question so another staff member can follow what happened.

Define when a charge can be posted, who may void it and how a disputed service description is resolved. Agree on the source of payment confirmation and how its reference is entered. Set the handoff between desk and finance when a guest leaves with a balance still under review. Decide whether outlet charges are checked with the folio or handled by a separate outlet owner. If a payment provider or accounting ledger is used, configure that connection and ownership explicitly.

Use a checked-in reservation with one draft folio charge, one posted outlet charge and two payments: one Confirmed and one Pending. Ask Finance Officer to show which amounts belong in the reviewed account. Have Operations Reviewer examine the evidence and explain the departure decision. Then add a refunded payment and a voided charge, checking that neither is silently treated as a new receipt or an active charge. The reservation should remain the shared reference for every item.

• Draft folio charges — Finance Officer sees charges waiting for review or posting.
• Pending payments — Receipts awaiting confirmation remain visible by reservation.
• Posted outlet charges — Separate outlet amounts can be checked alongside the folio.

Read guest account and departure and the data model.