Money in this system always attaches to a reservation: room charges, extra charges on the folio, and the payments that settle them.

Recording a payment

  1. Open the reservation and find the Payments card.
  2. Enter amount and method — Cash, GCash, Maya, cards, bank transfer, or check.
  3. Guests can split one settlement across several methods (half GCash, half cash) — add a row per method and save once.
  4. Each payment gets an official receipt (OR) number automatically, from the single BIR-registered series the whole hotel shares — front-desk payments and direct POS sales draw on the same running sequence, so a number is never issued twice. Removing a payment does not release its number: the series skips it forever, and the void is recorded with your name in the Voids & Overrides report. Never reuse or invent one.

Giving change

Guests pay in round notes. Enter what the guest actually hands you and the system does the rest:

  1. Balance due is ₱2,430 and the guest gives you ₱2,500 in cash? Type 2500. On the Check-out Folio screen the change works out live as you type — Change ₱70 before you save. Recording the payment from the reservation page instead does the same arithmetic, but you only see the change in the confirmation afterwards.
  2. Only the ₱2,430 that was owed is recorded as the payment — that is what the OR and the sales books must say. The ₱70 is drawer money going back to the guest, not hotel income.
  3. Hand the change over. The folio settles to zero and checkout unlocks.
Change only comes out of cash. A card or e-wallet transfer moves an exact amount and there is nothing to hand back, so GCash, Maya, cards, bank transfers and checks must be entered at the exact amount — the system refuses an overpayment on those. On a split settlement (₱2,000 GCash + ₱500 cash) the change is taken off the cash row, never the transfer.

Extra charges (the folio)

Room service, laundry, minibar, damage — add them as folio charges on the reservation. They raise the guest's balance and appear on the printable folio with the VAT breakdown and a signature block.

Amount is the line total, not the unit price. The Qty box is only printed on the folio as "× 3" — it never multiplies anything. Three ₱150 beers is one charge of ₱450 with quantity 3. Type ₱150 with qty 3 and you have undercharged the guest by ₱300, and nothing in the system will tell you.

VAT is already inside the price

Every room rate and every folio amount you type is VAT-inclusive. The folio does not add 12% on top — it backs it out: the total is divided by 1.12 to show VATable Sales, and the VAT line is the difference. A ₱1,120 charge is ₱1,000 of sales plus ₱120 of output VAT. Never add the VAT yourself when posting a charge; you would be charging it twice.

How the balance works

Balance due = room total + folio charges − all payments. Deposits taken at booking count as payments, so a guest who paid ₱500 down owes ₱500 less at checkout. While the balance is above zero, checkout is blocked; once it reaches zero the folio is settled and further payments are refused.

Billing overview

Billing & Folios (Front Desk group) lists every reservation with search, filters, and outstanding-balance totals — the place to hunt down who still owes what.