Folio and payments

Folio charges record a service date, description, amount and status against a reservation. Finance Officer prepares them as drafts and reviews what has been posted or voided. Outlet charges use a separate record with their own outlet and charge date, but they point to the same reservation. That shared stay identity gives the final folio a basis for checking room-related service and restaurant or spa activity together.

Payments record a received date, amount, reference and status against the reservation. Pending, confirmed and refunded are different outcomes. The check-out workflow uses confirmed payments when reconciling approved charges. If an amount remains, the team explicitly acknowledges the outstanding account before completing checkout. Submitting the final folio does not itself confirm a payment.

• Charge preparation. Finance Officer keeps draft, posted and voided folio or outlet activity distinguishable.
• Receipt review. Confirmed payment evidence is matched to the intended reservation and charge history.
• Departure decision. Approved charges are reconciled with confirmed money or an acknowledged outstanding account.

Checkout Folio shows the charge lines still relevant to finance review. Pending Payments keeps unconfirmed receipts visible without treating them as collected. Posted Outlet Charges helps Finance Officer trace a restaurant or spa amount to the stay. Operations Reviewer can inspect source evidence and eligible outcomes before Finance Officer uses them in the departure decision.

Agree who prepares charges, who reviews the underlying evidence and who can accept an outstanding account at checkout. A posted amount should have a traceable reservation and source. A voided amount stays distinct from revenue to reconcile. Set the practice for matching a payment reference to a reservation, particularly if a guest pays in several parts or receives a refund.

The provider remains the authority for payment confirmation. Configure the actual payment connection and its return of confirmed or refunded evidence before treating the local status as a collection result. Also decide how an outstanding account is handled after departure in the property’s accounting process. The hospitality records provide the checkout decision and linked amounts; any accounting handoff is a separate connection to configure.

A guest has a room stay, a posted restaurant charge and a draft guest-service charge. Finance Officer checks the source for the draft and prepares the final folio using eligible posted charges. One payment is confirmed and another is still pending. The pending payment must not close the balance. Finance Officer either obtains confirmed evidence or records the explicit outstanding account that the checkout workflow requires.

Front Desk Agent then submits the final folio. The reservation moves to checked out and the unit to cleaning. No payment status changes merely because checkout succeeded. Property Manager completes the housekeeping inspection before the unit returns to available. If the outlet charge later needs correction, the team can still trace the original posted or voided state to the stay.

• Checkout Folio — Draft and posted folio lines to examine before departure.
• Pending Payments — Receipts awaiting confirmed provider evidence.
• Posted Outlet Charges — Outlet amounts to include in the reservation review.

Follow checkout and unit release and outlet service.