Payments & Settlements

A folio is settled when its charges are paid. This guide covers recording payments and refunds on a folio, taking payments in other currencies, and using the Payments page to reconcile at the end of a shift or day.

Out of the box, a folio offers three methods: Cash, Card and Bank transfer.

If you add your own payment methods under Property Settings > Payments (for example "Visa/Mastercard" or a specific bank account), they replace the built-in list, and the payment dialog shows your methods instead. Each method you add can carry a processing cost: the merchant fee the bank or processor deducts from you. That cost is frozen onto the payment when you record it, so it reflects the property's expense at the time and is never a surcharge on the guest. See Payment methods and processing costs.

A payment is a record of money received. Veridien logs the amount, method, optional reference and who recorded it; it does not charge the card itself.

1. Open the folio from Money > Folios, or select Folio on the reservation.
2. Select Record payment at the top of the folio.
3. Enter the Amount. To take the whole balance, select the Balance due line under the field, which fills in the amount owed.
4. Choose the Payment method: Cash, Card or Bank transfer, or your own methods if you have added any.
5. Optionally add a Reference (optional), such as a card transaction ID or receipt number, so the payment can be traced later.
6. Select Record payment.

The payment appears under Payments on the folio and the balance updates at once. If the guest has an email address on file, Veridien sends them a payment receipt.

If your property accepts several currencies (set under Property Settings > Currencies), the payment dialog includes a Currency field. It starts on the currency the reservation was made in.

1. Choose the currency the guest is paying in.
2. For a currency other than your base currency, an Exchange rate field appears, filled in from the rate set for that currency. Change it if needed.
3. Veridien shows the Equivalent in your base currency and the rate used, so you can check it before saving.

The folio keeps the payment's original amount and currency, its base-currency value and the rate, and shows them together, for example $760.00 @ 0.05. Balances are kept per currency: a folio is settled only when the charges and payments in each currency net to zero.

A deposit is a payment recorded before the stay. Record it with Record payment in the usual way. Room charges are on the folio from the moment the reservation is created, so a deposit reduces the balance at once. If the guest pays more than is owed, the folio shows a credit balance until more charges are added.

To ask the guest for a deposit in writing, issue a deposit invoice.

If a charge was posted in error, void it on the folio rather than recording a negative payment (see Voiding a charge). Voiding adds a credit that removes the charge from the balance and keeps the history.

When you return money to a guest, record it as a refund against the payment it came from:

1. On the folio, find the payment under Payments and select Refund. On a device with a mouse, the button appears when you point at the payment.
2. Enter the Refund amount, up to what is Still refundable on that payment, in the payment's own currency.
3. Optionally add a Reason (optional), such as an early departure.
4. Select Record refund.

The refund posts to the folio against that payment, and the folio balance and the cashbox update. Recording a refund needs the Refund payments permission.

Your own payment methods live under Property Settings > Payments. Select Add payment method and set its Name, what it Settles as (cash, card or bank transfer) and a Processing cost (%): the merchant fee a bank or card processor deducts from what you collect, such as a card MDR percentage.

This is a cost to the property, not a charge to the guest. It never appears as a line on the folio or invoice and never changes what the guest pays. When you record a payment with a method, Veridien freezes that method's name and its rate onto the payment, so later edits to the method never rewrite past payments. This keeps your merchant costs reconcilable against your processor statements.

The Payments page lists every payment recorded across all folios, under the property's cashboxes and their balances. Each currency you hold gets a cashbox automatically, and payments land in it as they are recorded. Open the page from the command palette: press Cmd+K (Ctrl+K on Windows) and search for "Payments".

Each row shows the reservation, date, amount, method, reference, guest, the staff member who recorded it, and a link to the folio. You can:

• Search payments with the search field.
• Filter by Method, Date range, Staff and Currency under Filters.
• Sort by Amount.
• Export the filtered results for your accounting.

At the end of a shift, filter the Payments page to your date range and to yourself with the Staff filter, then compare the totals with your cash drawer and card terminal settlement. Every payment carries the staff member and a reference, so a difference can be traced to a single transaction.

Most payments are recorded on the folio with Record payment. Outlet bills, such as a restaurant bill, that are charged to a room also reach the guest's folio.

Recording a payment needs Record Payments (billing.recordPayment), and recording a refund needs Refund payments (billing.refundPayment). Viewing folios and the Payments page needs View Folios & Charges (billing.view). See Users and roles.