{"id":550,"date":"2025-09-27T12:14:53","date_gmt":"2025-09-27T09:14:53","guid":{"rendered":"https:\/\/support.hotelrunner.com\/?p=550"},"modified":"2026-01-20T14:02:28","modified_gmt":"2026-01-20T11:02:28","slug":"how-to-add-payment-into-folios","status":"publish","type":"post","link":"http:\/\/support.hotelrunner.com\/en\/how-to-add-payment-into-folios\/","title":{"rendered":"How to add payment into folios"},"content":{"rendered":"
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Recording payments accurately in HotelRunner PMS<\/strong> is essential for maintaining clear financial records and providing guests with an accurate billing experience. Follow the steps below to add payments into folios:<\/p>\n<\/p>\n <\/div>\n <\/div>\n \n\n\n

Reservation and Folio Selection<\/strong><\/h3>\n\n\n\n
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  1. Open the Folios<\/strong> tab on the reservation screen.<\/li>\n\n\n\n
  2. Select the folio where the payment will be added.<\/li>\n\n\n\n
  3. Click the Add payment<\/strong> button.<\/li>\n<\/ol>\n\n\n\n
    <\/div>\n\n\n\n
    \"\"<\/figure>\n\n\n\n
    <\/div>\n\n\n\n
    \"\"<\/figure>\n\n\n\n

    <\/h3>\n\n\n\n
    <\/div>\n\n\n\n

    Sales Department and Account Selection<\/strong><\/p>\n\n\n\n

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    1. Select the Sales Department<\/strong> for the payment you want to add.<\/li>\n\n\n\n
    2. In the Account<\/strong> field, choose the account to which the payment will be posted.<\/li>\n<\/ol>\n\n\n\n
      <\/div>\n\n\n\n

      Amount and Currency Entry<\/strong><\/p>\n\n\n\n

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      1. In the Amount<\/strong> field, select the currency.<\/li>\n\n\n\n
      2. Enter the payment amount in the adjacent field.<\/li>\n<\/ol>\n\n\n
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        \n

        \ud83d\udd14 Notes:<\/strong><\/p>\n

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        • \n

          It is essential to enter a positive<\/strong> value. The amount entered as positive will be reflected as negative<\/strong> on the folio screen, reducing the guest\u2019s current balance.<\/p>\n<\/li>\n

        • \n

          The folio\u2019s total amount automatically appears in the Amount field. To enter a different amount, adjust it manually.<\/p>\n<\/li>\n<\/ul>\n<\/p>\n <\/div>\n <\/div>\n \n\n\n

          <\/h3>\n\n\n\n
          <\/div>\n\n\n\n

          Exchange Rate and Base Currency<\/strong><\/p>\n\n\n\n

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          1. If the payment is in a different currency, manage the multiplier for conversion to the base currency in the Exchange Rate<\/strong> field.<\/li>\n\n\n\n
          2. You can view the final amount to be added to the guest folio after the conversion.<\/li>\n<\/ol>\n\n\n
            \n
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            \ud83d\udd14 Note:<\/strong> If no currency other than the PMS Base Currency is used, this field can be left as is.<\/p>\n<\/p>\n <\/div>\n <\/div>\n \n\n\n

            <\/div>\n\n\n\n

            Reference and Notes<\/strong><\/h3>\n\n\n\n
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            1. If the payment has a special reference (e.g., check number, ticket number), enter it in the Ref#<\/strong> field.<\/li>\n\n\n\n
            2. To add an informative note regarding the payment, use the Notes<\/strong> field. Enter the note if applicable, then click Save<\/strong>.<\/li>\n<\/ol>\n\n\n\n

              <\/p>\n\n\n\n

              <\/div>\n\n\n\n

              Completing the Payment Entry<\/strong><\/h3>\n\n\n\n
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              • After completing the add payment process, the positively entered payment will appear on the folio screen as negative<\/strong>, deducting the balance with the payment<\/strong> record type.<\/li>\n<\/ul>\n\n\n\n

                <\/p>\n","protected":false},"excerpt":{"rendered":"

                Reservation and Folio Selection Sales Department and Account Selection Amount and Currency Entry Exchange Rate and Base Currency Reference and Notes Completing the Payment Entry<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[108,134],"post_product":[55],"class_list":["post-550","post","type-post","status-publish","format-standard","hentry","category-pms","category-front-desk","post_product-property-management-system"],"acf":[],"_links":{"self":[{"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/posts\/550","targetHints":{"allow":["GET"]}}],"collection":[{"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/comments?post=550"}],"version-history":[{"count":4,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/posts\/550\/revisions"}],"predecessor-version":[{"id":2327,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/posts\/550\/revisions\/2327"}],"wp:attachment":[{"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/media?parent=550"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/categories?post=550"},{"taxonomy":"post_product","embeddable":true,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/post_product?post=550"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}