Payments and folio

Recipe lines holds folio charges for a stay. Each line has a service date, description, amount and a draft, posted or voided status. Finance Officer can prepare and review these entries against the reservation. The posted set is the financial side of the guest folio; a draft still needs attention and a voided line should not be treated as an active charge.

Ingredient lots holds payments received against the stay. Its amount, receipt date and status show whether money is pending, confirmed or refunded. A pending receipt is evidence of work to reconcile, not confirmed collection. At checkout, Finance Officer compares the posted folio with confirmed receipts and records whether an outstanding account has been acknowledged. A checkout action does not confirm a pending payment.

• Folio. recipe lines keeps individual guest charges and their current posting state.
• Receipts. ingredient lots keeps payment amounts and confirmation or refund state.
• Reservation. Both records reference food batches, so finance can review the same stay without matching by guest name alone.

Choose who prepares a draft folio charge and who is permitted to post or void it. Agree how payment confirmation arrives from the chosen payment process and how refunds are reviewed. If a payment provider or accounting system is used, map its accepted result back to the correct reservation. Finance should keep a clear distinction between a local entry and an externally confirmed payment.

For the first reconciliation, use a stay with more than one service charge and a partial payment. Review line amounts, dates and descriptions before asking the guest to settle. A recognized outstanding account should be explicit. It must not be hidden by changing a pending payment to confirmed simply to make the totals look balanced.

A guest has a room charge and an outlet charge. Finance Officer reviews the folio lines, posts the accepted amounts and sees one confirmed receipt plus one pending receipt. The confirmed amount counts toward settlement. The pending amount stays separate until payment confirmation arrives. If the guest leaves with a balance, the team acknowledges that account during checkout review.

Later, a refund changes the receipt state. The team rechecks the stay’s net confirmed collection against its posted charges. A voided charge remains visible as a correction rather than disappearing from the historical account. This record trail gives Finance Officer and Property Manager a common explanation when a guest asks why an amount was charged or refunded.

• Draft folio charges — Find charges that need review before posting.
• Pending receipts — Follow payment entries still awaiting confirmation.
• Confirmed receipts — Compare accepted payments with posted charges for the same stay.

Review charges and payments and prepare checkout.