Help / Hostel

Bill a stay with the folio and invoice

See the stay lines on a guest's folio, add extras, void mistakes, and settle 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. Open it from the stay page (Reservations then Open, or Open folio on the Front Desk). The heading shows whether it is open, settled or void, and the total is shown as Total (before tax).

The first lines are the stay itself, under the charge name Stay charge. There is one line for each kind of unit used: for example "1 month", "2 weeks" and "3 nights", each with its quantity and price. They come from the cheapest mix described in pricing.

Add an extra charge

1. Open the stay of a guest who is checked in. You need the Hostel "Edit" permission.
2. In Add a charge, choose an item from your catalogue (the list shows the sales price).
3. Enter the Quantity and an optional Note.
4. 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 while the folio is open. It stays visible with a line through it and is not billed. The Stay charge lines cannot be voided; use Change dates instead and the stay lines are re-priced (the old lines are voided and still shown).

Settle at check-out

1. On the stay page, click Check out.
2. In Settle and check out, choose Paid into.
3. For cash, enter Cash given (optional) to get the change due.
4. 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 stay is billed at the rates agreed for it 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 Hostel "Edit" permission plus the Point of Sale "Create" permission.
• If the invoice cannot be posted, the folio reopens 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.
• In a group booking each bed has its own folio and invoice.