Guest folios and payments

A guest folio item belongs to one reservation. Finance Officer can record its service date, description and amount, then review whether it is a draft, posted or voided item. Outlet charges carry an item name, issue date and amount against the same booking. Keeping both sources linked to the reservation makes it possible to explain the guest account without assuming that every recorded item is ready to collect.

Payments have their own amount, receipt date, reference and state. Pending is a different fact from confirmed. A refund is another explicit state; it should not be added to confirmed collections. When the finance team compares the account, it should use posted charges and confirmed receipts, then make an explicit decision about any remaining balance. A draft charge or pending payment should stay visible as unfinished work.

A concrete account can include a nightly stay rate, a posted folio charge and a posted outlet item, with one confirmed receipt and another still pending. The finance officer can explain what has actually been collected and which items require action. The property manager uses that review at checkout. The original charge and payment states remain available for later questions; replacing a posted item with a new amount would remove the account’s history.

• Source. Begin with the booking, unit or person record that owns the work, and use its linked records for the surrounding context.
• Decision. Give the named operational role a clear point to confirm, post, assign or complete the work.
• Follow-through. Review the next state and the linked reservation before handing it to another team.

• Define who posts a draft charge and who voids a posted outlet charge.
• Agree how a payment becomes confirmed and how refunds are reviewed.
• Set the rule for an outstanding account at checkout.

Use a booking with a posted service charge, a draft outlet item and a pending payment. The review should include the posted charge, identify the draft separately and leave the pending receipt out of confirmed collections. Confirm the payment only after the agreed receipt evidence is available. If the guest leaves with a balance, record the account decision before checkout.

• Draft folio charges — Review guest charges before posting.
• Posted folio charges — Read charges now included in the guest account.
• Pending payments — Find receipts still awaiting confirmation.

• Read the guest account to checkout process.
• Read the outlet service to review process.