05Folio & payments
Everything the guest owes, on one page.
The bar tab, the late checkout, the parking and the deposit all land on the same folio as the room. At check-out there is one number, and it can be explained line by line.
- GBP
- as the default currency, not an afterthought
- Gross
- storage — VAT is derived, never guessed
- 2
- roles that may void; everyone else may only add
ReplacesA notepad behind the bar and a calculator at the desk.
What it does
A charge catalogue you control
Breakfast, parking, late checkout, the minibar — each with its own price and its own VAT rate. Posting a charge is choosing from a list, not typing a number and hoping.
VAT per line, not per bill
A room night and a bottle of wine do not carry the same rate. Tax is derived from each line at that line’s rate, so the total is right without anyone doing arithmetic.
Payments taken at the desk
Cash, card or transfer, recorded against the folio with the balance updating as you go. Partial payments and deposits behave the way you would expect.
Mistakes are voided, not deleted
A wrong charge is cancelled and stays visible as cancelled. A financial record that can be silently removed is not a financial record.
Separation of duties
Voiding a payment is restricted to owners and managers. A receptionist can take money and post charges but cannot make either disappear.
The room is not double-counted
Accommodation revenue comes from the reservation itself and is never copied onto the folio as a line. One night, one figure, in every report.
Money is stored the way a guest reads it
A UK guest is quoted £120 and pays £120. So that is what we store: the gross, VAT-inclusive figure. The tax is a derivation from it, calculated at the rate the line actually carries. Storing net prices and adding tax at display time produces rounding differences that show up as pennies on a bill, and pennies on a bill cost more to explain than they are worth.
- Gross storage, tax derived — never a separate stored tax column
- Rate per line, because breakfast and accommodation differ
- Every posting and every payment is attributed to the staff member who made it
- Balance is always the difference between what was charged and what was paid
Want to see this module on your own property?
A demo takes about forty minutes and we load your rooms and rates first.