What is a hotel folio?
A folio tracks the financial movements associated with a guest's stay: charges, payments, deposits, refunds and adjustments. The balance is the result of those entries, not a substitute for their history.
Posting a restaurant check to a room may create a PMS balance and a matching record in the restaurant's own POS. They describe one sale and must not be counted twice.
A deposit is not automatically the same as a paid folio
Imagine two nights totaling 8,000 in the hotel's currency, a restaurant check of 600 and an advance deposit of 2,000. Assuming those are final charge amounts and there are no other payments or refunds, the amount remaining after applying the deposit is 6,600. This is an illustrative example, not a customer transaction.
Record receipt of the deposit separately, then track when and how it is applied to the folio. This preserves an auditable trail for refunds and partial settlement.
Room posting and external POS closure are separate actions
The restaurant POS may remain responsible for tax and closing its own check, while the PMS shows the room charge on the stay. Define which system owns each action and retain the source check number.
Send the same check twice during testing: it should not duplicate the folio charge. Before checkout, identify any POS checks still marked open and reconcile them with the folio.
What should front desk check before departure?
Review room charges, extras, partial payments, deposits and adjustments. Do not treat an unsettled folio as a completed checkout. Keep correction entries traceable instead of silently deleting the previous history.
Reporting can use the service date and the accounting/business date differently. Agree on which axis is used when comparing daily numbers.
How Rezervem PMS supports this workflow
Rezervem PMS tracks charges, payments, refunds, deposits and reversals on an auditable folio ledger. Its checkout workflow checks for an open balance.
Supported external POS workflows can post checks to rooms and track reconciliation. The specific POS connection must be enabled for the property. Rezervem Pay is a separate payment product; it should not be assumed to post automatically to every folio.
