Posting Charges To Folios

Accurate transaction posting in iHMS is crucial for maintaining balanced financial records and ensuring precise accounting for all hotel revenue.

Room Payments

When guests pay for their rooms, record the payment in the folio.

1. Open the Guest Folio in iHMS.
2. Navigate to the "Transactions" tab.
3. Right-click and choose "Payment", or select the "Payment" button at the top of the tab.
4. Enter the payment amount and select the correct payment type (e.g., Amex, Visa/MasterCard).
5. Add a remark with the last 6 digits of the RRN number (e.g., "TRANS - 123456").
6. For companies exempt from credit card surcharges (e.g., Woolworths, DFFH, Inchcape), select the "Opt Out" option.

Food and Beverage (F&B) Transactions

The Front Office team is responsible for posting all F&B terminal dockets into iHMS.

End-of-Day F&B Cash Up

At the end of their shift, the F&B team will provide the Front Office with:

• A payment summary sheet
• Cash
• Credit card receipts
• EFTPOS receipts

Cash Handling

1. Verify the total cash amount on the payment summary sheet against the actual cash received.
2. Place the cash in a cash drop envelope and hand it over to the Duty Manager.
3. Post the cash amount in iHMS:
• Open iHMS: Front Desk → Manage House Account.
• Search for "Folio" and ensure the search parameter is set to "Stay Date".
• Open the Cash folio and go to the "Transactions" tab.
• Right-click and choose "Payment", or select the "Payment" button at the top of the tab.
• Enter the total amount of cash in the pop-up window.

Credit Card Processing

1. Sort card payment receipts by type (Amex, Debit Card, MasterCard, Visa).
2. Open iHMS: Front Desk → Manage House Account.
3. Search for "Folio" and ensure the search parameter is set to "Stay Date".
4. Select the relevant payment type folio.
5. In the folio, navigate to the "Transactions" tab, right-click, and select "Payment", or select the "Payment" button at the top of the tab.
6. Post each docket individually, being sure to enter the exact amount.
7. Check the "Opt-Out" box to prevent adding a credit card fee.
8. Repeat for all receipts of that payment type until the folio balance is zero.

If the balance is not zero:

1. Double-check all posted payments.
2. Reverse any incorrect payment entries as "ERROR" and re-post the correct amount.
3. If there is still a discrepancy, alert your Duty Manager.

Repeat the above steps for each payment type until all charges are posted and all folio balances are zero.