Payments and services

A payment records the amount, receipt date, reference and status against a booking. Its status can be Pending, Confirmed or Refunded. A service charge records its service date, name, price and state against a booking; it can be Draft, Posted or Voided. Finance Officer manages both sets of records. Keep the distinction clear when answering a member: a posted service item is a charge, while a confirmed payment is the recorded receipt.

The booking link is the common thread. It lets Finance Officer compare the intended charge and any received amounts for the same reservation. The service record has its own number, as does the payment. Use those references when investigating an apparent duplicate or refund. A booking may have several service items and payments, so compare the full linked set rather than the first amount that appears.

• Charges. Service items carry a date, description, price and draft, posted or voided state.
• Receipts. Payments carry an amount, received date, reference and pending, confirmed or refunded state.
• Reconciliation. Finance Officer reviews the records together under the booking before the Property Manager completes it.

Define who may post or void a service item and what supporting information is required. Agree which external payment source supplies confirmation and who records it in the app. A pending payment should remain pending until the finance owner has evidence of receipt. A booking’s completion does not itself confirm money. The team should also define how refunds are authorized and how a refunded payment remains traceable to the original booking.

Effective exchange rates are available as a read-only reference. If the studio uses several currencies, agree who supplies those rates and when a rate is effective. Use an agreed currency when comparing booking-linked amounts during the first operating cycle.

A member’s booking has a posted service item and a pending payment. Finance Officer checks the amount and payment reference, verifies the receipt from its source and then records the payment as Confirmed. Property Manager reviews the linked context before completing the booking. If the member later receives a refund, Finance Officer marks the relevant payment Refunded and can still identify the original booking and service item. The service item is not silently removed to make the balance look different.

• Pending Payments — Find booking-linked receipts that still need finance review.
• Draft Service Review — Inspect service items before they are posted or voided.
• Confirmed Receipts — Compare confirmed amounts and references by booking.

Use payment reconciliation and the data model.