How to add or remove a Charge or a Payment on a Folio

By the end of this article you will be able to;

• add a charge to a room booking, a function booking, a non-resident booking or a sales ledger account
• add a payment to a room booking, a function booking, a non-resident booking or a sales ledger account
• remove a charge to a room booking, a function booking, a non-resident booking or a sales ledger account 
• remove a payment to a room booking, a function booking, a non-resident booking or a sales ledger account 
• modify charges and payments from one folio to another

On many occasions, the billing of a booking has to be manually modified, to either add a charge, add a payment or remove this entirely to correct the billing and the balance of the folio before producing a VAT invoice.

To add a charge search for the folio. This can be located in the billing tab (with a start at the front) in the room booking, inside the sales ledger account in the folio tab, the billing tab in a non-resident booking or the function booking. 

If you already know the folio ID, go to the top of the menu, to the tool and select the Folio Finder under Tools. 

Often the billing tab contains more than one folio, make sure to highlight the folio you are working on. 

Now navigate to the right-hand side and left-click into the Charge window. This will turn the window from blue to white. Hart knows you are working inside this window. Right-click and select Add Entry.

Select the Revenue Centre from the drop-down menu and free type the Amount you wish to charge. Use the Notes to free type what you have charged and use Reset to start over. To move your charge into the billing make sure to save (F3).

To remove a charge follow the same steps, but make sure to add the charge as a negative entry. Also you must match the revenue centre to the revenue you are taking off the billing.

To add a Payment left-click into the Payment window. This will turn the window from blue to white. Hart knows you are working inside this window. Right-click and select Add Entry.

For a  manual transaction select the Payment type from the drop-down menu and free type the Amount you wish to pay. If you are paying the balance of the folio click on Balance, this will add the balance automatically. 

If you have a fully integrated interface with for example Verifone or Worldpay, rather than manually adding the payment, you would use Terminal (customer present and ready to enter his card PIN) or Credit Card (Customer not present) instead.

Use the Notes to free type anything you wish to add and use Reset to start over. To move your payment into the billing make sure to save (F3).

To remove a payment follow the same steps, but make sure to add the payment as a negative entry. Also, you must match the payment type to the payment you are taking off the billing.

Another way of removing charges or payments is to Modify these. This means you are moving the entire charge to a different folio rather than adding or taking this off. 

To do this select Modify to the left-hand side of the charge and payment window. This will open the following window.

In here use Select to select all the charges and payments to the left-hand side in one go, or manually tick the box in front of the charge/ payment. Deselect will untick all charges/ payments that previously have been selected. 

Transactions in red, appear already on a VAT invoice and therefore can not be transferred. 

The top window on the right-hand side allows you to move any charges/ payments within the same booking to another folio. This is useful if a charge has been taken off and should be hidden from the guest view. 

In that case, the user has the option to create another folio with a  right-click and add an entry inside the billing tab of the room booking. In the above example, the blind folio is called Correction.

Once the charges/ payments that should be modified have been selected inside the left-hand side window, the pointy finger has to point at the destination folio. Use the >> to complete this transaction. 

To move any payment/ charge away from this booking or folio altogether use the window to the bottom right-hand side where the Folio Browser is displayed. Enter the name of the Account or the Room number (the three dots will bring up an in-house list of bedrooms) you are searching for first, now select Get Folios.

Point the pointy finger next to the folio you wish to modify the charge to and use the lower >> to complete the transaction.