Post a Charge/Payment on a Guest Folio (Cloud) 🎥
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A guest folio tracks all charges and payments for a guest’s stay. While the system automatically posts room charges during night audit, you may need to manually post extra charges or payments on the folio — for example, room services, guest requests, or ad-hoc billing items. This article shows you how to post a charge or payment to a guest folio in Cloud.
Path: Front Office > Cashiering > Guest Account > In-House Guests
Instructions
1. Click on In-House Guests on the right side of the screen to view the list of current guests.
2. Locate and select the guest or room number and folio you want to charge.
3. Click View to open the Detailed Folio for the in-house guest.
4. Scroll down to the Detail Posting section at the bottom of the folio.
5. Select the appropriate accounting code for the transaction you want to post.
- Choose a charge code to post an expense (e.g., minibar, parking, or pet fee).
- Choose a payment code to record a payment (e.g., cash, credit card, or voucher).
6. Enter any reference or description related to the transaction. This field allows up to 21 characters.
The field allows up to 21 characters, including any quantity that appears before posting. For example, if the item requires a quantity entry such as 2x$5, that part is included in the character count. Anything entered beyond the 21-character limit will be automatically cut off.
7. In the Amount field, enter the total to be posted.
- For charges, enter a positive amount.
- For payments, enter a positive amount — the system automatically treats it as a credit to the guest balance.
6. Click Save to post the transaction.
7. The charge/payment is now posted.
8. Verify the updated Balance:
- A balance shown in (parentheses) indicates a credit balance (the guest has paid more than owed).
- A balance without parentheses indicates a debit balance (the guest still owes money).
Still need help with this topic?
Ask Yourself:
- Did I open the correct folio (In-House Guest) and click View?
- Did I select the correct accounting code under Detail Posting?
- Did I enter the correct amount, and is it positive for charge / negative for payment if required?
- Did the balance update the way I expected (bracket vs non-bracket)?
Support May Ask You:
- Which folio (room number + folio letter) are you working on?
- What accounting code did you use and what amount did you enter?
- What exact error message did you receive (if any)?
- Do you have permissions for the chosen accounting code?
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