When to use it
The guest has checked out and the folio is invoiced. Housekeeping then finds an empty minibar bottle, or the laundry bill arrives late. The folio's invoice cannot change, so the charge goes on a late charge invoice of its own: a separate, small tax invoice for just that charge, on the same account.
Add and invoice a late charge
- Open the invoiced folio and choose Late charge
- Describe the charge
- Give the Reason
- Invoice the late charge
- Collect the money
| Area | Change |
|---|---|
| First invoice | Nothing: it is not edited and needs no credit note |
| Folio | Shows the late charge; returns to Closed when paid, or Posted while the amount is owed |
| Account | The late invoice goes to the same account as the first |
| Company limit | When the folio is billed to a company, its credit limit applies to the extra amount |
A folio can have several late-charge invoices. Each one is listed on the folio's Accounting tab under Invoices of this folio, printed on its own, and corrected on its own.
If the invoice could not be made
The charge stays on the folio and the folio offers Invoice the late charge again. Until it is invoiced, the night audit lists the folio (Settled folios not invoiced). Fix what the message says and invoice it again.
Correct a late-charge invoice
Open the folio's Accounting tab, find the late-charge invoice under Invoices of this folio and choose Credit note. A manager approves with a reason. The charge then waits to be invoiced again, or voided. See Credit notes and reopening an invoice.
Common questions
I tried a late charge before the guest's invoice was made.
"This folio has no invoice yet. A late-charge invoice is only for charges posted after the folio's invoice." Invoice the folio itself first, by checking the guest out.
The screen says there is no late charge waiting for an invoice.
"There is no late charge waiting for an invoice on this folio." Refresh the folio: it may already have been invoiced.
I want to credit the main invoice and there is a late-charge invoice.
Credit the late-charge invoice first, then the main one (Credit notes and reopening an invoice).