Folios

A folio is the running financial record of a guest's stay. Every charge (room, taxes, services, custom items) and every payment is recorded on the folio, giving you a single ledger for the reservation. The reservation tells you who is staying and when; the folio tells you how much they owe and what they have paid.

A folio is created automatically when a guest is checked in, so you never create one by hand. You will find folios under Finance > Folios in the sidebar.

Folio statuses

Each folio is either:

• Open - charges and payments do not net to zero. There is still an outstanding balance (the guest owes money) or a credit balance (the property owes the guest).
• Settled - total charges minus total payments equals exactly zero.

The balance is shown in red when something is still owed and in green when the folio is settled.

Finding a folio

You can open a folio two ways:

• Finance > Folios lists every folio for the property. Use the All / Open / Settled tabs to filter by status, the date picker to filter by check-in date, and the column headers to sort by Charges or Balance. Click any row to open that folio.
• From a guest's reservation, the folio for that stay is linked directly.

The Folios list also has an Export button that downloads the current view (respecting the status and date filters) as a CSV for your accounting records.

Reading a folio

The folio detail page shows the guest name, room number, stay dates, reservation status, and the current balance. Line items are grouped into collapsible sections, each with its own subtotal:

• Room Charges - nightly accommodation charges posted from the rate plan.
• Taxes - taxes applied to the stay.
• Services & Add-ons - catalog services and custom charges you add manually.
• Credits / Voids - negative entries created when a charge is voided.

Below the line items, a Payments table lists every recorded payment with its date, method, and reference. The summary box at the bottom shows Total Charges, Total Payments, and the resulting Balance.

Adding a service from the catalog

Use Add Service to post a predefined service (transport, food and beverage, spa and wellness, activities, laundry, communication, and so on) that has been set up in your service catalog.

1. Click Add Service in the folio toolbar.
2. Search the catalog and select the service. Each entry shows its price and whether it is a One-time or Per Night charge.
3. A one-time service is posted immediately.
4. For a per-night service, enter the Number of nights. Veridien pre-fills the remaining nights of the stay and shows the running total (unit price x nights) before you confirm. Click Add Service to post it.

The charge appears in the Services & Add-ons section right away.

Adding a custom charge

Use Add Custom Charge for anything not in the catalog, such as a reported minibar item, a damage fee, or a one-off surcharge.

1. Click Add Custom Charge.
2. Enter a Description and an Amount.
3. Set the Revenue Type: Hotel Revenue for income the property keeps, or Third-party Pass-through for amounts collected on behalf of someone else.
4. If you accept foreign currencies, you can pick a Currency; the base-currency equivalent is calculated from the exchange rate and shown to you.
5. Click Add Charge.

Voiding a charge

Charges are never deleted. To cancel a charge, void it:

1. Find the charge row and click Void.
2. Confirm in the dialog.

Voiding creates a matching negative credit entry. The original charge stays visible with a strikethrough, and the credit appears in the Credits / Voids section, so the full history is preserved. If you void something by mistake, open the Credits / Voids section and click Undo on the credit to reactivate the original charge. Every void and undo is written to the activity log.

Recording a payment

Click Record Payment to post money received against the folio. See Payments & Settlements for the full step-by-step, foreign-currency handling, and reconciliation guidance.

Generating an invoice

When you are ready to hand the guest a formal document, click Generate Invoice to produce a full, deposit, or proforma invoice from the folio. See Invoicing for the complete workflow.

Where charges come from

Most line items arrive on the folio automatically:

• Room charges and taxes are posted from the reservation's rate plan. See Rate Plans.
• Restaurant bills routed to a room appear as charges.

You only post manually for items the system cannot capture on its own, using Add Service or Add Custom Charge as described above.

Permissions

Folio actions are permission-gated. A staff member needs billing.view to open folios, billing.addCharge to add or void charges, billing.recordPayment to record payments, and billing.createInvoice to generate invoices. If a button is missing, your role does not include that permission. See Users & Roles.