Take a payment or a deposit

Q: The guest pays part in cash and part by card.

Take the cash part, press Save & new , then take the rest by Card terminal . Each part is its own payment with its own receipt.

Q: I took a payment on the wrong folio.

Move it with Move payment on the folio (a manager approves): see Move payments and charges between folios . If it should not have been taken at all, void it: see Refunds and payment adjustments .

Q: The guest pays in dollars.

Pick the Currency and enter its Rate : the folio is credited with the local amount. Change is always given in local currency.

Take a payment or a deposit

Payments are taken at the desk in cash, by card terminal or by bank transfer, inside your shift. Each one becomes a receipt in Accounting at once.

Hospitality Cashiering

5 min read

Updated October 20, 2026

For Cashier Front desk

Where to take it

Money for	Where
A guest in house, or any open folio	Folio > Take payment (or `Ctrl+K` > Take payment on Folios), or Payments › Take payment
A booking before arrival (deposit)	The booking > Take deposit
An event	The event > deposit (see Events and banquets)

Take a payment

Open Take payment
Who
Cashier or front desk with a cashier shift
What changes
The folio (or booking) and its balance are filled in.
Choose the Tender
What changes
Cash, Card terminal or Bank transfer: the payment methods the hotel has switched on.
Enter the amount
What changes
In local currency, or pick another Currency, its Rate and the amount in that currency.
Needs
A rate far from Accounting's rate needs a manager's approval and a reason.
Cash: enter Cash handed over
What changes
The change to give back is worked out, always in local currency.
Card or bank: enter the Reference
What changes
The card slip or bank reference. Required.
Receive payment
What changes
The payment is on the folio and in your shift. For a split payment, press Save & new and take the rest with the next tender.

What a payment changes

Area	Change
Folio or booking	Balance goes down; a deposit raises the booking's deposit held
Cash drawer	Cash in your shift (change out); card and bank in their own tender lines
Guest or company account	The receipt clears what the account owes
Invoice	Not printed on the invoice: the payment is already recorded

Deposits

A deposit is taken on the booking before arrival: Take deposit on the booking opens the same payment window for the booking (your shift opens there if needed). The booking shows Deposit held and the status Paid, Partial or Pending against the deposit due. At check-in each room takes its share onto its folio.

A deposit cannot be taken on a cancelled or closed booking, or on a booking already checked in (take it on the folio instead).

Worked example: a deposit that is only partly paid

The cancellation policy asks for a deposit of 30% of a 12,430 stay: 3,729. The guest pays 2,000 first.

Deposit paid	The booking shows
0	Deposit held 0, status Pending against 3,729 due
2,000	Deposit held 2,000, status Partial
3,729	Deposit held 3,729, status Paid

At check-in the room takes its share of what is held onto its folio.

Foreign currency

The folio is credited with the local equivalent at the rate you enter. A rate more than 2% away from Accounting's rate for that currency (or a currency with no rate in Accounting) needs a manager's approval and a reason. Foreign cash is counted in its own currency at shift close.

Worked example: a guest pays in dollars

The guest owes 6,550 and pays USD 50 in cash. Accounting's rate for the day is 130 for one dollar, so a desk rate within 2% of it (from 127.40 to 132.60) needs no approval.

The rate entered	How far from 130	What happens
131	0.77%	Saved. The folio is credited 50 x 131 = 6,550
125	3.85%	A manager approves, with a reason. The folio would be credited 50 x 125 = 6,250

If the guest hands over USD 60 for a USD 50 payment, the change is 10 dollars, but it is always given in local currency, at the rate: 10 x 131 = 1,310. Foreign cash is counted in dollars when the shift is closed.

Common questions

The guest pays part in cash and part by card.

Take the cash part, press Save & new, then take the rest by Card terminal. Each part is its own payment with its own receipt.

I took a payment on the wrong folio.

Move it with Move payment on the folio (a manager approves): see Move payments and charges between folios. If it should not have been taken at all, void it: see Refunds and payment adjustments.

The guest pays in dollars.

Pick the Currency and enter its Rate: the folio is credited with the local amount. Change is always given in local currency.

Can the guest pay more than the balance?

Yes. The screen warns that the folio will be in credit. Later charges use the credit; anything still left at check-out is refunded first (Refunds and payment adjustments).

Which payment methods can we take?

Cash, card on your card terminal, and bank transfer: the methods switched on in Hospitality configuration › Payment methods (Payment methods (tenders)).

The payment says "Open your cashier shift first".

Cash, card and bank payments are taken in an open shift. Open it with your float (Open cashier shift); the payment window also offers to open it for you.

The booking says the guest is in house when I take a deposit.

"The guest is in house: take the payment on the guest folio." A deposit cannot be taken on a booking that is already checked in. Take it on the folio.

A payment says the method has no account or the numbering does not cover today.

The message names what is missing. Fix it where it says (the payment method's account, or Receipt numbering and the fiscal year in Accounting), then take the payment again. Nothing was recorded.