What is the guest folio?
The breakdown of what they owe: nights, extras and tourist tax. The invoice is issued from it, so a change of dates or rate is reflected automatically.
One booking can have several folios — the company pays for the room and the guest for the bar — and charges move from one to the other. A group has just one, the group's, with each room's charges inside it under its name.
Payments can be split too: «Split» asks how much goes to each folio, it has to add up to the payment exactly, and a folio that takes nothing is left blank. If only one gets an amount, the whole payment moves to it, which is how you fix one that was recorded on the wrong folio. What it will not do is take a payment away from an invoice already issued that counts on it: that invoice is corrected first.
What is left on the folio when a booking is cancelled?
The nights and the tourist tax come off the folio, because nobody is going to sleep them, and a cancellation penalty line goes in with what the conditions accepted at booking time say, not the ones you have today. If it could be cancelled for free, no line goes in.
A no-show works the same way: the line is the no-show penalty, counted as a cancellation with no notice at all, which is the strictest tier of the policy. In a group only the cancelled room comes off the folio; the others stay as they were.
There is no penalty on a booking from a portal, which follows the portal's own conditions and is settled through it, or on one the programme cancels itself because it was not paid in time or had no guarantee. And if the cancellation is undone, the nights come back onto the folio at the agreed price.
The penalty is invoiced like any other charge. And if the booking was already invoiced, cancelling it leaves its folio untouched: an issued invoice is only corrected with a corrective one.
Can I correct an invoice already issued?
No, and that is on purpose: the law does not allow editing it. You issue a corrective invoice, in its own series and with negative amounts.
The fact that it cannot be touched is exactly what makes the invoice count as a document. Software that let you edit it would be handing you a problem, not saving you one.
Why is an invoice number missing?
It should not be. Numbering is sequential and gap-free per series, and the number is reserved in the same operation that creates the invoice, so nothing is left behind if something fails afterwards.
There is a report that walks the whole series and flags a jump if it found one.
How do I find an invoice, or what is still to be collected?
In Invoices and cash. Invoices are searched by number or customer name — accents and capitals do not matter —, between two issue dates and by total, twenty-five to a page. The total keeps its sign: a corrective invoice subtracts, so «Total from» 100 leaves it out.
What has been charged and is not an invoice yet is in «Open accounts»: guests who have already left first and, on each side, whoever owes most. Click a column — customer, departure, charges, collected or outstanding — to sort by it, and click it again to reverse it. What has been invoiced and not collected is in «Awaiting payment», overdue first, and the search does not hide it: it is the work still to do, and an issue date must not cover up an overdue invoice.
How do I charge the guest?
With Stripe: payment link, deposit at booking time, or a card held as a guarantee without charging anything. You can also record cash or bank transfers.
The money lands in your Stripe account, not ours.
The damage deposit is a hold and not a charge: if there is nothing to deduct, it is released in full.
How is the shift's till handled?
It opens with its float, cash movements are logged, and it closes with a count.
If what is counted does not match what was logged, the discrepancy is saved with its amount. You cannot close it pretending it balanced.
When it opens, the programme suggests as the float what was left in the drawer at the last close: what was counted minus what was banked, with who closed it and when. You can change it, but that is recorded, because money that appears or disappears between two shifts is exactly the money nobody counted.
A count typed wrong is fixed with «Correct the count»: only the last close, only until the next shift opens, and by whoever closed it or by management, saying why. What was there before is not erased: the shift report marks it as corrected and the log keeps who, when and why. A payment from a shift already closed cannot be deleted either, because it would change a count already made: it is offset with a negative payment on the open shift.
I work with companies that pay at month end. Is that possible?
With the corporate module. You set up the company or agency with its tax number, give it agreed prices, and those stays build up on its account instead of being charged at checkout.
At month end one invoice comes out with everything, in its name, plus a report of what each one produces.