Payments & Settlements

Charges build up on a folio throughout a stay, but the folio is not settled until those charges are paid. This guide covers recording payments on a folio, handling payments in other currencies, and using the Payment Journal to reconcile at the end of a shift or day.

Supported payment methods

Veridien records three payment methods on a folio:

• Cash
• Card
• Bank Transfer

A payment is a record of money received. Veridien logs the amount, method, optional reference, and who recorded it; it does not run the card itself.

Recording a payment

1. Open the folio from Finance > Folios (or from the guest's reservation).
2. Click Record Payment in the folio toolbar.
3. Enter the Amount. You can record the full balance or a partial amount.
4. Choose the Payment Method (Cash, Card, or Bank Transfer).
5. Optionally add a Reference (for example a card transaction ID or receipt number) so the payment can be traced later.
6. Click Record Payment.

The payment is added to the Payments table on the folio and the balance updates immediately. If the guest has an email on file, Veridien automatically sends them a payment receipt.

Payments in another currency

If your property accepts multiple currencies (configured under Finance > Currencies), the payment dialog includes a Currency selector.

1. Select the currency the guest is paying in. The base currency is marked (Base).
2. For a foreign currency, an Exchange Rate field appears, pre-filled from the rate configured for that currency. Adjust it if needed.
3. Veridien shows the equivalent amount in your base currency so you can confirm before saving.

The folio stores both the original foreign amount and the base-currency equivalent, and the balance is always tracked in base currency.

Deposits and prepayments

A deposit is simply a payment recorded before the room charges are posted. Record it with Record Payment in the usual way. Because charges have not yet accrued, the folio will show a credit balance until nightly room charges catch up. As charges post over the stay, the balance moves toward zero. You can also issue a formal deposit invoice at booking time (see Invoicing).

Refunds and corrections

If a charge was posted in error, void it on the folio rather than recording a negative payment (see Folios). Voiding creates a credit that removes the charge from the balance while preserving the history.

The Payment Journal

The Payment Journal (Finance > Payment Journal) is the property-wide log of every payment recorded across all folios. Use it to reconcile.

Each entry shows the date, amount (and currency), method, reference, guest, the staff member who recorded it, and the folio it belongs to. You can:

• Search by guest, reference, or other details.
• Filter by method, date range, staff member, and currency.
• Sort by amount.
• Export the filtered results to CSV for accounting.

Reconciling a shift or day

At the end of a shift, filter the Payment Journal to your date range (and yourself, using the staff filter) and compare the totals against your cash drawer and card terminal settlement. Because every payment carries the staff member and a reference, discrepancies are easy to trace back to a specific transaction.

Where payments come from

Most payments are recorded directly on the folio with Record Payment. Restaurant bills settled at the point of sale and routed to a room also flow into the guest's folio.

Permissions

Recording a payment requires the billing.recordPayment permission. Viewing folios and the Payment Journal requires billing.view. See Users & Roles.