Billing (Guest Folio)

The Billing module is the full folio management workspace for a reservation. It shows all charges, payments, and folio details for a selected reservation, and lets you post charges, take payments, split or transfer items, adjust amounts, void transactions, and print folios.

Having a problem?

This page has Common FAQs and Troubleshooting below. For cashiering-related issues, see Cashiering Overview.

Access

Billing can be opened from:

• Reservation list or detail — click the Billing button on a reservation row or the billing action in the reservation detail.
• Front Desk → In-House — click the folio/billing action on an in-house guest row.
• Cashiering → Transaction — the Transaction screen links to the same folio data.

You must complete Cash Register Login before posting charges or payments.

Layout

The Billing screen is split into panels:

• Billing Header — reservation summary (guest name, room, arrival/departure, rate, balance).
• Folio Panel — list of folios for the reservation; select a folio to view its transactions.
• Folio Summary Panel — totals for the selected folio (charges, payments, balance).
• Folio Management Section — the transaction table with all charges and payments for the selected folio.
• Payment Methods Card — summary of payment methods used on the folio.

Folios

A reservation can have multiple folios (e.g. Folio 1 for room charges, Folio 2 for incidentals). Each folio has its own balance.

Use the Folio Panel to switch between folios. The folio summary shows:

Field	Description
Folio Number	Sequential folio number within the reservation.
Total Charges	Sum of all non-voided charge items.
Total Payments	Sum of all non-voided payments.
Balance	Charges minus payments. Positive = guest owes; negative = overpayment/credit.

Transaction Table

The transaction table shows all charges and payments on the selected folio.

Column	Description
Type	Charge or Payment.
Transaction Code	Short code and name.
Description	Item description.
Quantity	Number of units (charges only).
Unit Price	Price per unit (charges only).
Total Amount	Total for the line item.
Service Charge	Service charge component (charges only).
Tax	Tax component (charges only).
Folio No	Folio number.
Business Date	Business date the item was posted to.
Voided	Whether the item has been voided (greyed out if voided).

Click a row to select it and enable the action buttons.

Posting a Charge

1. Click Charge (or Add Item).
2. Select a Transaction Code from the list.
3. Enter Quantity and Unit Price.
4. Add a Description or Remark if needed.
5. Click Add to post to the folio.

Service charge and tax are calculated automatically based on the transaction code's service charge configuration.

Posting a Payment

1. Click Payment.
2. Select a Payment Type (cash, card, bank transfer, etc.).
3. Enter the Amount.
4. If paying in a foreign currency, the exchange rate is applied automatically.
5. Optionally enter a Reference or Remark.
6. Click Save. The payment reduces the folio balance.

Folio Actions

Split

Split a single charge into two separate line items (e.g. split a room charge between two folios or guests).

1. Select a charge row.
2. Click Split.
3. Enter the amounts for each split portion.
4. Confirm. Two new items replace the original.

Transfer

Move one or more transactions to another reservation or folio.

1. Select one or more rows.
2. Click Transfer.
3. Search for the target reservation.
4. Confirm. The selected items move to the target folio.

Adjust Amount

Change the amount of an existing charge or payment without voiding it.

1. Select a row.
2. Click Adjust Amount.
3. Enter the new amount.
4. Confirm. The item is updated and the balance recalculates.

Void

Remove a charge or payment from the folio balance. Voided items remain visible for audit purposes.

1. Select a row.
2. Click Void.
3. Enter a Void Reason if required.
4. Confirm. The item is marked voided and no longer counts toward the balance.

Edit

Edit the quantity, unit price, or description of a charge.

1. Select a charge row.
2. Click Edit.
3. Modify the fields.
4. Save.

Print Folio

Click Print Folio to open the folio print modal.

1. Select the Folio Number to print.
2. A print preview opens showing all charges and payments.
3. Click Print or save as PDF.

The printed folio is typically given to the guest at checkout as their invoice.

Folio Preview

Click Preview (or the preview icon) to see a formatted folio preview without printing. Useful for reviewing the folio before presenting it to the guest.

Routing

Click Routing to set up charge routing for the reservation. Routing sends specific transaction codes to another room, company profile, or travel agent profile automatically when charges are posted.

See Room Routing for the property-wide routing view.

Checkout from Billing

If the reservation is In-House and you have checkout permission, a Checkout button is available in the billing header.

1. Click Checkout.
2. If the folio balance is not zero, the Payment modal opens — post the final payment.
3. Once all folio balances reach zero, checkout completes automatically.
4. The reservation status changes to Checked Out.

Reservation Confirmation Letter

From the billing header or reservation actions, click Confirmation Letter to generate a printable confirmation letter for the guest. This shows reservation details, room type, dates, and rate.

Reservation Registration Form

Click Registration Form to generate the guest registration card — a printable form with guest details, stay information, and signature line. Used at check-in for guest sign-off.

Common FAQs

What is the difference between Billing and Cashiering → Transaction? Both access the same folio data. Billing is the full folio management view (split, transfer, adjust, multiple folios). Cashiering → Transaction is the cashier workspace that also shows the in-house reservation list on the left. Use whichever is more convenient for your workflow.

Why can't I post a charge? You must be logged in to a cash register. The reservation must be In-House. The transaction code must be active.

Why does the balance not change after a payment? Check that you are viewing the correct folio. A reservation can have multiple folios — each has its own balance. Also check that the payment was not voided.

Can I transfer a charge to a company or travel agent folio? Yes — use Transfer and search for the company or travel agent reservation/profile. Routing can also be set up to do this automatically.

How do I handle an overpayment? If the balance is negative (overpayment), add a negative payment (refund) to bring it to zero before checkout.

Troubleshooting

Problem	Cause	Solution
Charge fails to post	Transaction code inactive, or reservation not In-House, or not logged in to cash register.	Log in to cash register. Ensure transaction code is active. Reservation must be In-House.
Payment fails	Payment type inactive or amount issue.	Ensure payment type is active in Configuration → Cashiering.
Cannot void	Item locked after night audit, or missing void permission.	Ask your administrator to grant void permission. For post-audit corrections, follow your property's policy.
Split/Transfer not available	You may lack the required permission, or the item is voided.	Ask your administrator to grant the split/transfer permission. Voided items cannot be split or transferred.
Print Folio shows blank	No transactions on the selected folio, or folio number not selected.	Ensure the correct folio is selected and has transactions.
Checkout button disabled	Reservation not In-House, or missing checkout permission.	Confirm reservation status is In-House. Ask your administrator to grant checkout permission.

See also

• Cashiering → Transaction — Cashier workspace with in-house list.
• Cashiering → Room Routing — Property-wide routing rules.
• Night Audit — Post room charges and close the business date.
• Reports → Billing — Revenue and payment reports.
• Reservations — Reservation management.