Charges & Postings

Post a charge or discount by hand, understand what Innvera posts automatically, correct a line with a void, and read the audit trail behind every posting.

A posting is one line on a folio. Some you create yourself from the folio screen; most are posted by Innvera when something happens to the reservation. Whatever the source, a line is never edited or removed afterwards — a mistake is fixed by voiding it, which adds a reversing line and leaves the original visible.

Open the folio from the reservation's Folio tab or from Billing & Folio (see Folios). Adding a charge needs the folio: post permission; voiding needs folio: void.

Line types

Type	Who posts it	When
`Room Charge`	System	On reservation creation — one line per room segment, for the whole stay
`Tax`	System	On reservation creation — one line per tax, over the whole stay
`Adjustment`	System	When the reservation is re-priced (dates, rooms, occupancy, rate, or an OTA revision)
`Extra Charge`	Front desk, or housekeeping minibar consumption	Any time before the folio closes
`Discount`	Front desk	Any time before the folio closes
`Early Check-in Fee`	System	At check-in, before the property's check-in time, if the property sets a fee
`Late Check-out Fee`	System	At check-out, after the property's check-out time, if the property sets a fee
`Cancellation Fee`	System	On cancellation, when the property's cancellation tier charges for it
`No-show Fee`	System	When a booking is marked a no-show and the policy charges for it

Post a charge manually

Open Add Charge

On the folio, click Add Charge. The button is disabled with a reason if the reservation is checked out or the folio is Closed.

Choose the type and describe it

Pick Extra Charge or Discount — the only two types a person can post. Enter a Description (for example Breakfast, Parking, Room Service).

Enter amount and quantity

Unit Amount is always a positive figure; Innvera applies the sign for you (a discount is stored negative). Quantity defaults to 1. The line total is unit amount × quantity in the folio's currency.

Add Charge

The line appears immediately with your name and the time, and "Charge added to folio" confirms it. The folio balance and status update: a charge on a Settled folio reopens it.

Manual charges carry no tax

An extra charge posts exactly the amount you type — there is no tax field. Enter the price you want on the bill. Tax lines exist only for the room stay, so the Tax collected figures in Accounting reflect stay taxes, not extras, and the tax return's taxable supplies reflect only taxed supplies.

What Innvera posts for you

Room charges and taxes. Innvera does not post room revenue night by night. When a reservation is created its folio receives the whole stay at once: a Room Charge per room segment, described as Room charge — {room type} — {check-in} to {check-out} ({n} nights), and one Tax line per tax in the property's tax set. A reservation spanning two room types gets two room-charge lines so revenue is attributed to the right type.

Adjustments. If the reservation's price changes — a date or room change, a rate correction, an OTA modification — the folio is not rewritten. An Adjustment line carries the difference, described as Rate/occupancy adjustment: {old} -> {new}. The baseline it measures against is room charges + tax + earlier adjustments, so extras and discounts you posted by hand are never cancelled out by a re-price.

Early and late fees. If the property has an Early Check-in Charge or Late Check-out Charge configured in property settings, checking in before the property's check-in time or checking out after its check-out time posts the fee once, in the same transaction as the status change. The line names the time that was crossed, for example Late check-out fee (checked out after 11:00).

Minibar consumption. When housekeeping records chargeable minibar items on a task, each item posts as an Extra Charge described Minibar: {item} (excl. tax) — unless the folio is already closed, in which case the amount is reported as skipped rather than posted.

OTA prepayments. A booking already paid to the channel still posts its room charge, then settles it with a system Prepayment (see Payments).

Cancellation and no-show fees. Cancelling a booking, or marking it a no-show, takes the stay off the folio: the room charges, taxes and re-pricing adjustments posted when the booking was made are reversed line by line, exactly as a void, so revenue, the tax liability and the tax return stop counting a night nobody stayed. Extras the desk posted by hand — a transfer already taken, say — stay, because they were consumed whether or not the room was.

Where the property's cancellation tier or no-show policy charges for it, a single Cancellation Fee or No-show Fee line is posted in their place, named after the rule that produced it: Cancellation fee ({tier}), No-show fee (no-show policy). Deposits and payments are untouched — they settle the fee, and anything left over shows as a credit to refund. See Cancellations and no-shows.

Taxes included in the rate

A tax set under Settings › Accounting › Taxes & fees says, per line item, whether it is Included in rate (vs. added on top) and what it is Applied on — the net price (level 0), the price plus level-0 charges (level 1), and so on. The split between room revenue and tax follows from those two answers, and the two directions work in mirror image:

Taxes added on top stack upwards, highest level first: a level-1 fee is part of the base a level-0 tax applies to.
Taxes included in the rate are peeled off downwards: level 0 comes out of the gross first, and each higher level comes off what is left — not off the gross, which would tax the tax.

A rate of 1,287.00 that includes both a 10 % service charge (level 1) and 17 % T-GST (level 0) is 1,000.00 × 1.10 × 1.17, and splits back out the same way:

Line	Amount	How
T-GST (included, level 0)	187.00	17/117 of the 1,287.00 gross
Service Charge (included, level 1)	100.00	10/110 of the 1,100.00 that is left
`Room Charge`	1,000.00	What remains
Green Tax (added on top)	12.00	2 guests × 6.00, stacked on afterwards

The folio therefore shows one Room Charge of 1,000.00 and three Tax lines — service charge, T-GST and Green Tax — totalling 1,299.00 for a rate quoted at 1,287.00, because only the Green Tax was ever on top.

The order matters only when two or more inclusive percentage charges sit at different levels. With a single inclusive tax there is nothing to peel in sequence: 100.00 inclusive of 17 % is 85.47 plus 14.53 either way.

A Fee is not a tax

A line item typed Fee — a service charge — prices and posts alongside the taxes because that is where it belongs on the bill, but it is the property's own money. The tax return counts it as revenue inside the GST base and never lists it as a tax head; the GST Output Tax Statement reports it as a taxable supply. The Tax collected card on the daily close is the exception: it lists every Tax line by head, so a service charge appears there beside T-GST. See Reports & exports.

Void a line

Click the void icon

Use Void this line item on the row. Voided lines and reversal lines have no void icon — a line can be voided once only, and a second attempt is refused with "Folio line item has already been voided".

Give a reason

Reason (required) is stored on the reversal and shown under the original line. Click Void Line Item.

Read the result

The original stays with a Voided badge and struck-through amount. A new line Void: {description} appears with the opposite amount and the same type and tax, so totals net out and reports stay correct. "Line item voided" confirms it.

Voiding works on any line type, including system-posted room charges and taxes. Payments are corrected differently — see Reverse a payment in Payments.

The audit trail

Every line shows its posting date and the user who posted it (blank for system postings). Click View history on any row for the Line Item History dialog: a timeline of Posted and Voided events, each with the time, the actor (or System) and the void reason. The history is kept against the original line, so a voided line shows both its posting and its void on one timeline.

Property-wide, the same events appear in the activity logs and as derived entries in the Journal.

Posting rules and revenue categories

Which revenue account a posting counts toward is decided in Settings › Accounting › Posting rules, not on the folio. A rule matches a line type (or a payment type, source and method group) and names the debit and credit accounts from the Chart of accounts. Rules run in Priority order, first match wins, and anything unmatched lands in 9999 · Suspense so it is never lost silently.

Every seeded charge rule debits 1100 · Guest Ledger and credits the account the line belongs to: Room Charge to 4000 · Room Revenue, Extra Charge and the early and late fees to 4200 · Other Revenue, Cancellation Fee and No-show Fee to 4300 · Cancellation & No-show Revenue, Discount to 4400 · Discounts & Allowances, Adjustment to 4900 · Rate Adjustments and Tax to 2200 · Tax Payable. One rule serves both directions, because the folio stores a discount or a reversal as a negative line and the engine flips a negative row's debit and credit. To add a revenue category such as Spa Revenue, create the account and a rule for it — see Accounting settings.

Settings › Accounting › Revenue & currency does not hold categories; it sets revenue recognition, the business-day roll-over hour, currencies and OTA commission.

Tips

Describe charges the way the guest will read them. The description prints on the folio verbatim.
Use a discount, not a negative charge. The form only accepts positive amounts; choose Discount and Innvera handles the sign.
Check the type filter before assuming a line is missing. The folio pages ten lines at a time.

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