Bill a stay with the folio and invoice
Add extras to a guest's folio, void a mistake, and settle the bill at check-out as a posted invoice.
What the folio is
When a guest checks in, Legasum opens a Folio, the guest's running bill. Its first line is the room: a charge called Room charge with the number of nights at the nightly rate. Open it from the stay page (Reservations then Open, or Open folio on the Front Desk). The heading shows whether the folio is open, settled or void, and the total is shown as Total (before tax).
Add an extra charge
- Open the stay of a guest who is checked in. You need the Hotel "Edit" permission.
- In Add a charge, choose an item. The list shows your catalogue items with their sales price.
- Enter the Quantity and an optional Note.
- Click Add charge.
The charge uses the item's current sales price. If the list says "No items in the catalogue", add the items first.
Void a charge
Click Void next to a wrong extra charge while the folio is open. It stays on the folio with a line through it and is not billed. The Room charge line cannot be voided; use Change dates on the stay to change the number of nights, and the room charge updates to match.
Settle at check-out
- On the stay page, click Check out (see front desk).
- In Settle and check out, choose Paid into, the bank or cash account that receives the money. The default account is listed first.
- If the guest pays in cash, enter Cash given (optional) to see the change due.
- Click Confirm payment.
Legasum posts an invoice and a full payment through the same checkout the till uses, so tax and your accounts update like any other sale. The room is billed at the nightly rate agreed for the stay and extras at their catalogue price; tax is added when the bill is posted. The confirmation shows the invoice number, total and tax.
Good to know
- Check out needs the Hotel "Edit" permission plus the Point of Sale "Create" permission.
- If the invoice cannot be posted (for example, an account problem), the folio is reopened and the guest stays checked in, so nothing is billed twice. Fix the problem and try again.
- Charges can only be added while the guest is checked in; a settled folio cannot be changed.
- The Hotel module does not take deposits or advance payments.