Transaction (Guest Folio)

The Transaction screen is the main cashiering workspace. It shows all in-house reservations on the left and the selected reservation's folio detail on the right. Use it to post charges, take payments, void transactions, print folios, and check out guests.

Having a problem?

See Cashiering Overview for common FAQs and troubleshooting.

Access

From the sidebar: Cashiering → Transaction. You must complete Cash Register Login first if prompted.

Layout

The screen is split into two panels:

• Left panel — Transaction list: all in-house reservations with room number, reservation number, guest name, balance, arrival, and departure. FIT (individual) reservations and Group (Party) reservations are shown in separate sections. Group reservations are grouped under a Group No header.
• Right panel — Reservation detail: shows the selected reservation's summary and full transaction history.

Click any row in the left panel to load that reservation's detail in the right panel.

Left Panel — Transaction List

Filters

Filter	Description
Search	Filter by guest name, room number, or reservation number.
Status	Filter by reservation status (default: In-House).
Date Range	Filter by arrival or departure date. This filter layer is always visible alongside the other filters.

Multiple filters can be combined at once (e.g. search text plus status plus date range) to narrow the list.

Use Clear Filters to reset.

Balance Column

The balance is colour-coded:

• Red — positive balance (guest owes money)
• Green — negative balance (overpayment / credit)

Right Panel — Reservation Detail

Reservation Summary Card

Shows the selected reservation's key details: guest name, room number, arrival/departure, rate, reservation type, and current balance.

Activity buttons (with count badges):

Button	Description
Routing	Open the routing modal to set up charge routing to another room, company, or travel agent.
Alert	View and manage reservation alerts (Reservation display type).
Comment	View and add internal comments.
Message	View and add guest-facing messages.
Proforma	Generate a proforma invoice (draft folio before finalising).
Checkout	Check out the guest (see Checkout below).

Transaction History Card

Shows all charges and payments on the folio, with columns for type, transaction code, description, quantity, unit price, total amount, folio number, business date, and voided status.

Select a transaction row to enable the action buttons below the table.

Transaction action buttons (permission-controlled):

Button	Applies To	Description
Post Room Charge	—	Post room charges for the reservation for a specific date. Opens the Post Room Charge modal.
Edit	Single charge	Edit the quantity, unit price, or description of a charge.
Transfer	One or more	Transfer selected transaction(s) to another reservation or room (moves the item to a different folio).
Split	Single charge	Split a charge across two folios by amount — enter the amount to move to the new folio and the remainder stays on the original folio. The item's net, service charge, and tax are divided proportionally. Only non-voided items can be split, and the split amount must be less than the full line total.
Adjust Amount	Single item	Adjust the amount of a charge or payment.
Void	Single item	Void a charge or payment. Voiding does not delete the original row — it is flagged as voided (with reason and who voided it) so it remains in the folio history for audit purposes. An item that is already voided cannot be voided again.
Charge	—	Add a new charge. Opens the Add Item modal. You may optionally attach an Article (a predefined item/service description) to the charge; posting an article requires the post_article permission, and viewing article details requires view_article.
Payment	—	Add a new payment. Opens the Payment modal.

Print Folio button (top right of transaction card) — opens the Print Folio modal to select a folio and generate a printable folio PDF.

Adding a Charge

1. Click Charge.
2. Select a Transaction Code (e.g. room, minibar, laundry, F&B).
3. Enter quantity, unit price, and description if needed.
4. Click Add to post directly to the folio.

The charge appears immediately in the transaction history and the balance updates.

Posting a Payment

1. Click Payment.
2. Select a Payment Type from the dropdown. Only payment types flagged as Cashier Payment in transaction code setup appear here — codes meant for AR or deposit-only posting are not offered in this dropdown.
3. Enter the amount. The folio balance updates in real time.
4. Optionally toggle Print after payment to print the folio automatically.
5. Save. The payment reduces the balance.

Exchange rate conversion is applied automatically if the payment is in a foreign currency and the payment code's default currency differs from the reservation's currency. The converted amount is calculated via a fixed exchange-rate pivot maintained in Configuration → Exchange Rates; if no exchange rate covers the payment date, the payment is rejected with an error rather than posted at face value.

All amounts on this screen (charges, payments, and the folio balance) are formatted using the Currency Symbol, Date Format, and Decimal Point configured in Hotel Information Setup, not a hardcoded format.

Post Room Charge

Click Post Room Charge to post room revenue for a specific night to the guest's folio. This is used when room charges were not posted automatically by night audit, or to post charges for a specific date manually.

Routing

Click Routing to open the routing modal. Routing sends specific transaction codes to another room, company profile, or travel agent profile. For example, route room charges to a company and incidentals to the guest.

Routing rules set here are also visible in Room Routing.

Checkout

The Checkout button is available when the reservation is In-House and you have checkout permission.

Checkout flow:

1. Click Checkout.
2. If the folio balance is not zero, the Payment modal opens automatically — post the final payment.
3. Once all folio balances reach zero, checkout triggers automatically (after a short delay).
4. The reservation status changes to Checked Out, the room status updates to Vacant Dirty, and the reservation is removed from the transaction list.

If the balance is negative (overpayment), add a negative payment (refund) to bring it to zero before checkout.

Proforma Invoice

Click Proforma to generate a draft invoice showing current charges and payments, including the guest's name, title, and address. This is typically given to the guest before final checkout for review. Unlike the printed Guest Folio, the proforma invoice reflects exactly the figures shown on screen at the moment it is generated (it is not recalculated by the server), so it will not reflect changes made after it was opened.

Print Folio

Click Print Folio to open the folio selector. Choose the folio number, then click Print to open a print preview. The folio can be printed or saved as PDF.

Void

To void a transaction:

1. Select the transaction row in the history table.
2. Click Void.
3. Confirm. The item is marked as voided and no longer counts toward the balance.

Voided items remain visible in the history for audit purposes.

Troubleshooting

Problem	Cause	Solution
Charge fails to post	Transaction code inactive or reservation not in a postable status.	Ensure the transaction code is active in Configuration → Cashiering. The reservation must be In-House.
Payment fails	Payment type inactive or amount exceeds limit.	Ensure the payment type is active. Check for any amount limits in configuration.
Cannot void	Item may be locked after night audit, or you lack void permission.	Ask your administrator to grant void permission. If locked after audit, follow your property's correction policy.
Checkout button disabled	Reservation not In-House, or you lack checkout permission.	Confirm the reservation status is In-House. Ask your administrator to grant check_out permission.
Balance not zero after payment	Exchange rate rounding or multiple folios.	Check each folio balance individually. Adjust the payment amount to match exactly.

See also

• Cashier Shift — Open/close shifts; reconcile before night audit.
• Quick Checkout — Batch checkout for multiple departures.
• Journal by Transaction — Audit all posted items and payments across cashiers.
• Room Routing — Property-wide view of all routing rules.
• Night Audit — Post room charges and close the business date.
• Billing Reports — Revenue and payment reports.