Folio and payments

Folio charges stores dated, itemized amounts against a reservation. A charge may be Draft, Posted or Voided. Payments stores the received date, amount, reference and its own Pending, Confirmed or Refunded status. Finance Clerk can compare posted charges with confirmed receipts without assuming that creating a charge has collected money. Front Desk Agent sees the balance question at checkout, while the payment outcome comes from the provider-confirmed record.

• Charges. Open Folio Charges shows draft and posted items against the stay.
• Receipts. Payments Pending Confirmation isolates money still awaiting confirmation.
• Departure. The checkout state triggers comparison of posted charges and confirmed payments.

Use a stay with a posted room-night charge and a pending payment. The pending entry must not be counted as confirmed settlement. When the provider confirms a payment, Finance Clerk records the outcome and compares amounts. If a refund is recorded, the status explains why the previously received amount should be examined again. Preserve the payment reference so the team can trace the confirmation outside the app.

Agree who may post or void a folio item and who records a provider-confirmed payment outcome. Keep the payment reference so Finance Clerk can trace the provider result. Decide how to follow an outstanding balance after checkout; there is no need to treat a pending payment as money received. Rehearse a refund separately from a new receipt and keep charge posting separate from payment status. Give Front Desk Agent the records needed at departure.

Check in a confirmed stay and inspect the authorized room-night charge against its reservation. Add a payment with a provider reference but leave it Pending. Front Desk Agent records checkout; Finance Clerk compares Posted charges with Confirmed payments and reports the outstanding amount. The pending entry stays out of confirmed receipts. Record a provider confirmation and repeat the comparison. A checkout action must leave the payment status unchanged, while the unit moves to Cleaning for Service Coordinator.

• Open Folio Charges — Shows dated charge lines by posting state.
• Payments Pending Confirmation — Shows receipts still awaiting provider confirmation.
• Stays In House — Shows active stays whose folio may need review.

Walk the linked records in the folio and checkout process. Use implementation to agree the first operating cycle and the data model to check the imported references.