Payments on the folio

Payments are recorded on the booking (its Payments tab, or automatically via online payment and bank import). On the folio you then allocate those payments to the right invoice.

• A payment not yet assigned sits in the catch-all as an unallocated payment.
• To allocate one, use Assign payment on a draft card, or drag it in. You can allocate part of a payment and split the rest across other folios.
• Each payment row shows the method, date, and reference. Paid and Balance appear under the total.
• Payments can be added to a folio even after it is issued — real payments often arrive after the invoice is sent. This is the one thing you can still change on an issued folio.

To allocate a payment, step by step:

1. On a folio card, open Unallocated payments in the assignment box.
2. Pick the payment — the list shows how much of it is still unassigned.
3. Click Add payment. It drops in prefilled with its full remaining amount.
4. To allocate only part, type a smaller figure in the payment's amount field. The rest stays in the catch-all for another folio.
5. Save (on a draft, this saves with the rest of the card; on an issued folio, use the Save button that appears for the payment change).

Deposit vs balance

A deposit is the first, partial payment (part of the payment schedule); the balance is whatever remains. On the folio, Paid is the sum of allocated payments and Balance is the total minus that. When the balance reaches zero the folio is settled.

The deposit schedule itself is not a folio line — it lives on the booking and drives the guest's payment terms (see The guest-facing totals). What lands on the folio is the actual payment once it is recorded, allocated to the invoice it settles. So a prepayment reduces the folio's Balance, while the scheduled deposit only tells the guest when to pay.

Paying in another currency

A payment can be taken in a currency other than the booking's. Gurita keeps the allocation in the payment's own currency and converts it to the booking currency for Paid and Balance, using the booking's recorded rate for that currency (its display or on-site rate when set, otherwise the market rate).

Worked example. The folio's balance is 920.00 EUR open. The guest pays USD 220.00 by card, and the booking's recorded rate is 1 EUR = 1.10 USD:

1. The allocation is stored as USD 220.00 — the amount actually paid.
2. Converted to the booking currency: 220.00 ÷ 1.10 = 200.00 EUR.
3. Paid rises by 200.00 EUR; the Balance drops to 920.00 − 200.00 = 720.00 EUR.

The payment row keeps showing USD 220.00 (with its currency code), while the folio's totals stay in EUR.

Note: You cannot delete a booking payment that is allocated to an issued folio — unassign it from the folio first. This protects the numbers on invoices you have already sent.

Recording payments, importing bank statements, and matching (reconciling) them are covered in Finance. Agency and customer credits used as payment are also described there.

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