Payments & Settlements
Processing payments, deposits, and refunds across all settlement methods.
A folio accumulates charges throughout a guest's stay, but the stay is not complete until those charges are settled. Payments are how money moves from the guest (or their company, or their travel agent) to your property. Veridien supports multiple payment methods, handles deposits and prepayments, processes refunds, and maintains a complete payment journal for reconciliation.
Getting payments right is critical. An incorrect charge or a misapplied payment creates friction at checkout, delays departures, and can erode guest trust. This guide walks you through every payment scenario you will encounter at the front desk.
Processing a payment
Whether a guest is settling their entire folio at checkout or making a partial payment during their stay, the process follows the same pattern:
Open the guest's folio from Front Desk > Guests > Guest Name > Folio.
Click Record Payment in the folio toolbar. The payment dialog opens.
Enter the Amount. By default, the system pre-fills the full outstanding balance, but you can change this for partial payments.
Select the Method (e.g., credit card, cash, bank transfer).
Add an optional Reference for tracking purposes (e.g., card transaction ID, check number).
Click Submit. The folio balance updates immediately.
Deposits at check-in
Many properties collect a deposit or pre-authorization at check-in to cover incidental charges. In Veridien, deposits are handled as advance payments on the folio.
During the check-in process, the system prompts for a deposit based on the property's deposit policy (configured in Settings > Billing).
Process the deposit using any supported payment method. The most common approach is a credit card pre-authorization.
The deposit appears on the folio as a payment, reducing the outstanding balance. If room charges have not yet been posted, the folio will show a credit balance.
At checkout, the deposit is applied against the total charges. If the deposit exceeds the final balance, the difference is refunded. If the charges exceed the deposit, the guest pays the remaining amount.
Processing refunds
If a guest needs a refund (e.g., overcharge, cancelled service, deposit return), the refund is handled outside the folio detail view. Contact your property administrator or use the Finance > Payment Journal to coordinate refund processing. Refunds for card payments are typically sent back to the original card, while cash refunds are recorded as a cash-out transaction.
Payment journal
The Payment Journal in Finance > Payment Journal provides a comprehensive log of every payment transaction across the property. You can filter by date range, payment method, staff member, or status.
The journal is essential for:
- End-of-shift reconciliation — Front desk agents compare their cash drawer and card terminal totals against the journal for their shift.
- Daily reconciliation — Accounting staff use the journal to verify that all payments match bank deposits and terminal settlements.
- Dispute resolution — When a guest questions a charge, the journal shows exactly when and how payment was processed, including transaction reference numbers.
Each journal entry shows the folio number, guest name, room number, payment method, amount, timestamp, and the staff member who processed the transaction.
Scenario: three-night stay with deposit
James Park books a three-night stay at a rate of $180 per night. The property requires a one-night deposit at booking.
At booking: The reservations agent processes a $180 card payment as a deposit. The folio shows a $180 credit.
At check-in: The front desk verifies James's card on file and pre-authorizes an additional $100 for incidentals. The folio now shows $280 in payments against zero charges (room charges have not been posted yet).
Night 1: The system posts the first room charge of $180 plus $23.40 in taxes ($203.40 total). James also had a $45 dinner at the restaurant, charged to his room. The folio balance: $280 payments minus $248.40 charges equals a $31.60 credit.
Night 2: Another room charge and tax posting of $203.40, plus a $12 minibar charge. Running balance: $280 minus $463.80 equals -$183.80 (the guest now owes $183.80).
Night 3: Final room charge and tax posting of $203.40. Running balance: $280 minus $667.20 equals -$387.20 outstanding.
At checkout: The front desk agent opens the folio, reviews the charges with James, and clicks Record Payment. The system pre-fills $387.20. James pays with his credit card. The card is charged, the $100 pre-authorization is released, the folio reaches zero, and the front desk generates a final invoice.
The entire financial history — deposit, pre-authorization, nightly charges, restaurant posting, minibar charge, and final settlement — is preserved in the folio and the payment journal for future reference.