Folios and payments

The reservation ties itemized folio charges and payment entries to the same guest stay. A charge records its service date, description, amount and status. A payment records its received time, amount, reference and status. Finance can compare posted charges with confirmed payments without treating a draft charge as already owed or a pending payment as collected.

At check-in, the arrival workflow adds draft room charges for each night from arrival up to departure. It checks for existing folio effects before adding them again. Finance reviews those charges before posting. When a guest questions an amount, the service date and description help the team explain what was charged, while the reservation keeps the account together.

• Folio entries. Review draft, posted and voided charges with their service dates and amounts.
• Payment entries. Distinguish pending, confirmed and refunded money before calculating settlement.
• Unit release. Reconcile approved posted charges with confirmed payments before returning the unit to available.

Decide who may post or void a folio charge and who enters confirmed payment records after money is collected. Agree how a refund is recorded and reviewed against the stay’s balance. If a payment service or accounting system supplies the financial entries, set up that connection and reconcile its accepted results to the reservation. The checkout workflow reads the payment records; it does not write a payment itself. Establish who handles a guest who is ready to leave while a payment remains pending.

A guest checks in for three nights. The workflow drafts three nightly room charges on the stay. Finance checks the dates and amounts, posts the approved entries and reviews the guest’s payments. A pending payment cannot settle the account. Checkout moves the unit into cleaning. When confirmed payments cover the approved posted charges, the settled account can support inspection and unit release. If the amounts do not reconcile, Finance investigates the specific charge or payment entry before the unit returns to available.

A later refund should be visible in the payment register and considered in the balance review. The team can trace every decision to the reservation instead of relying on a handwritten checkout note.

• Payments Register — Inspect payment state, amount and reference for each reservation.
• Folio Charge Register — Review itemized draft, posted and voided charges.
• Reservation Board by Status — Find the stay whose account is being settled.

See checkout and unit release and arrival and service.