A folio is the guest’s account for a stay. Every charge and every payment lands here, and at checkout the folio becomes one invoice.
What lands on a folio
- Room charges, posted nightly by night audit.
- Restaurant, bar and room service charged from the outlet.
- Minibar, laundry, spa, transport and other services.
- Package entitlements and any charges beyond them.
- Extra bed, late checkout, cancellation and no-show penalties.
- Deposits, advances and payments taken during the stay.
Posted versus unposted
A folio shows a running balance during the stay, but that balance is operational. It is clearly labelled as unposted until the corresponding ERP source document exists. Financial reports come from posted documents, not from folio totals.
Controlled changes
| Action | Use it when | What is recorded |
|---|---|---|
| Void | A charge should never have been made | User, reason, original line |
| Comp | You are absorbing a charge deliberately | User, reason, comp ledger |
| Transfer | The charge belongs on another folio | Both folios, user, reason |
| Split | A group is paying separately | Resulting folios and their lines |
| Adjustment | The amount was wrong | User, reason, original and replacement |
| Late charge | A charge arrives after checkout | Reopen record and posting reference |
Multiple folios per stay
A stay can carry more than one folio — typically one the guest settles personally and one billed to their company through the city ledger. Route each charge to the right folio as it is posted rather than untangling it at checkout.
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