Charges, discounts and voids on a folio

Q: A charge is refused with "This stay is set to no-post".

The stay is marked No-post , so every charge to it needs a manager's approval. A manager approves, or lifts no-post on the folio under More › Credit limit and no-post ( Stay credit limits and no-post ).

Add a charge, give a discount, or correct a wrong line. Lines are never edited: a correction is a void or a reversal that stays on the record.

Hospitality Front desk

4 min read

Updated October 20, 2026

For Front desk Cashier Manager

Add a charge

Open the folio and choose Charge
Who
Front desk or cashier
Where
Folios > the folio > Charge
What changes
The Add charge drawer opens.
Pick the Service
What changes
Product, code, description and price are filled from the hotel's service catalog. Change the Quantity or Rate if needed, and add the POS bill or KOT number as Source reference.
Add charge
What changes
The line goes on the folio with its service charge and VAT, worked out by the system from the hotel's policy.

Minibar, laundry and damage found in a room are charged from Housekeeping or Stock & minibar instead (see Minibar, laundry and damage charges to a room). Restaurant checks are charged from the Restaurant POS (see Restaurant checks charged to a room or event).

Give a discount

Discount on the folio header, or the discount icon on a charge line (Discount this charge). Pick the charge (Discount on), enter the amount (Discount (before service charge and VAT)) and a Reason, then Add discount. Service charge and VAT on the discount are worked out by the system. A discount follows the line it discounts.

Above the role's limit a manager approves. In a new hotel the front desk may give up to 500 or 5% alone.

Worked example: a laundry charge and a discount

The hotel's service charge is 10% and VAT is 13% on the amount plus service charge (the values set up for this example).

What you do	The line on the folio
Charge: service Laundry, Quantity 1, Rate 2,000	2,000 + service charge 200 + VAT 286 = 2,486
Discount of 1,000 on that line (Discount (before service charge and VAT))	-1,000 - 100 - 143 = -1,243. The laundry and its discount together come to 1,243

With the laundry line, the folio's charges come to 12,000 with service charge and VAT. In a new hotel the front desk may give a discount alone up to 500 or 5% of those charges, whichever is larger: 600 here. The limit is compared with the discount together with its service charge and VAT, 1,243 here, so a manager approves with their PIN and the Reason is kept in the approval log. Nothing reaches Accounting yet: the charge and the discount go to the books on the folio's invoice.

Correct a wrong line

Lines are never edited or deleted. Open the line and choose Reverse or void a line, give the Reason for the change, and confirm. The system decides how:

The line is	What happens
Today's, not yet invoiced	It is voided: it stays on the statement, struck out, and no longer counts
From an earlier business date, or already invoiced	It keeps its amount and a negative reversal line dated today cancels it

Worked example: a minibar line posted by mistake

A minibar line of 1,000 was added to the wrong guest's folio. With service charge and VAT it is 1,243.

When it is found	What Reverse or void a line does	Approval
Today, not yet invoiced, by the person who added it within 30 minutes	The line is voided. It stays on the statement, struck out, and no longer counts. The folio is 1,243 lower	None in a new hotel
Today, not yet invoiced, by anyone else or later	The same: the line is voided	A manager's PIN
On a later business date	The line keeps its amount and a new line of -1,243, dated today, cancels it. The folio is 1,243 lower and both lines stay on the statement	A manager's PIN

Either way the line is never deleted, and the Reason for the change stays with it.

Move a charge to another folio

Move lines moves whole lines, or part of a line, to another open folio (for example the company's folio). See Move payments and charges between folios.

Common questions

A charge is refused with "This stay is set to no-post".

The stay is marked No-post, so every charge to it needs a manager's approval. A manager approves, or lifts no-post on the folio under More › Credit limit and no-post (Stay credit limits and no-post).

I charged a stocked item and the screen says the store is short.

A stocked item is checked against the store when it is charged. Move stock into the store, or count it first, or charge the item from another store; then charge it again (Stores, items, counts, transfers and issues).

Does a discount change the service charge and VAT?

Yes. Enter the discount before service charge and VAT; the system works out the service charge and VAT on it and takes them off too.