Folios

A folio is the running financial record of a guest's stay. Every charge (room, taxes, services, custom items) and every payment is recorded on the folio, so you have one ledger for the reservation. The reservation tells you who is staying and when; the folio tells you how much they owe and what they have paid.

Veridien creates a folio automatically when a reservation is created, so you never create one by hand. Because it exists as soon as the reservation does, you can record a deposit against it long before the guest arrives. You find folios under Money > Folios in the sidebar.

Each folio is either:

• Open: charges and payments do not net to zero. There is still an outstanding balance (the guest owes money) or a credit balance (the property owes the guest).
• Settled: charges and payments net to exactly zero in every currency the folio carries. A folio with charges in two currencies is settled only when each currency's charges are paid in full; Veridien never adds amounts in different currencies together to decide this.

On the folio, the balance shows in red while something is owed and in green once the folio is settled.

You can open a folio two ways:

• Money > Folios lists every folio for the property. Use the search field, and select Filters to set Status (Open or Settled) or a Check-in date range. Sort by Charges or Balance with the column headers. Select any row to open that folio.
• On a reservation, select Folio to open the folio for that stay.

Export downloads the current view, with your search and filters applied, as CSV, Excel or PDF. Unpaid bills and Held deposits at the top of the page open the guest balances still to collect and the deposits the property is holding.

The folio page shows the guest's name and the reservation status, then the Confirmation code, Room, Stay dates and Currency. Charges and payments sit side by side.

Charges lists every line grouped by the day it was posted, earliest day first. Room, taxes, services and custom charges appear together in date order rather than split by category. The total for all charges shows in the Charges header. Voided charges and their credits are hidden by default; select Show adjustment history to see them, struck through, and Show current charges to hide them again.

Payments lists every recorded payment with its date, method and reference, and shows the Balance at the bottom (labeled Balance due at checkout while something is owed). A payment in another currency also shows its base-currency value and the rate, for example $760.00 @ 0.05.

Deposits and refunds, below the folio, lists payments that are not yet applied to a bill. From there you can Apply payment, Record refund, or, for a deposit, Keep deposit as fee.

Use Add service to post a service from your service catalog, such as transport, food and beverage, spa and wellness, activities, laundry or communication.

1. Select Add service at the top of the folio.
2. Search the catalog and select the service. Each entry shows its price and whether it is One-time or Per night.
3. For a one-time service, enter the Quantity. For a per-night service, enter the Number of nights; Veridien fills in the nights left in the stay. The total (unit price × quantity or nights) shows before you confirm.
4. Select Add service.

The charge appears under Charges right away.

Use Add custom charge for anything not in the catalog, such as a minibar item, a damage fee or a one-off surcharge. A custom charge is a typed price, so it needs the Override Prices permission.

1. Select Add custom charge.
2. Enter a Description.
3. If the property accepts other currencies, choose a Currency.
4. Enter the Quantity and Unit price.
5. Set the Revenue type: Hotel revenue for income the property keeps, or Third-party pass-through for money collected for someone else. For a pass-through charge, set the Commission you keep, as a percentage or a fixed amount.
6. Select Add charge.

Charges are never deleted. To cancel a charge, void it:

1. Find the charge and select Void.
2. Select Void charge to confirm.

Voiding adds a matching credit entry that cancels the charge out of the balance. The original stays on the folio, and both show under Show adjustment history. If you void something by mistake, find the credit and select Undo, then Undo void, to make the original charge count again. Every void and undo is written to the Activity Log.

Select Record payment to post money received against the folio. See Payments and settlements for the steps, foreign-currency payments and refunds.

Each reservation gets one invoice automatically, so there is nothing to generate by hand. When the stay has an invoice, View invoice appears at the top of the folio and opens it. While the invoice is a draft it follows the folio, so any charge or payment you add shows on it without regenerating anything. See Invoicing.

Most lines arrive on the folio automatically:

• Room charges and taxes are posted from the reservation's rate plan. See Rate plans.
• Outlet bills charged to a room, such as a restaurant bill, appear as charges.

You post by hand only what the system cannot capture on its own, with Add service or Add custom charge.

Folio actions follow the staff member's role:

• View Folios & Charges (billing.view): open folios.
• Add Charges to Folio (billing.addCharge): add services.
• Override Prices (billing.priceOverride): add custom charges.
• Void Charges (billing.voidCharge): void charges and undo voids.
• Record Payments (billing.recordPayment): record payments.
• Refund payments (billing.refundPayment): record refunds.
• Create & Send Invoices (billing.createInvoice): send, mark and void invoices.

If a button is missing, your role does not include that permission. See Users and roles.