Overview

In Transaction Details, you can view itemized information for each room, including accommodation charges and additional fees such as POS orders. You can also add payments, create invoices, and adjust amounts. (For OTA prepaid bookings, only payment amounts can be viewed.)

This page explains the contents of Transaction Details and how to use the screen.

Detail

How to open

1. From Check-in Management, Booking Calendar, or Messages, click a reservation to open the booking detail, then click Balance [Transaction].

2. The Transaction Details screen will appear as a pop-up menu.

Screen Description

Add new folio	You can split accommodation charges into folios (settlement/invoice statements) for each room. 💡To use this feature, purchase of AirHost ONE HMS (Premium Plan) is required. Related help: How to split accommodation costs into individual room folios (invoices)
Filter	Select a room and click Save to apply the filter. This is useful when folios are split, for example to display only specific rooms. To disable the filter, click Reset All and then Save.
Guest Name	Name of guest in the relevant folio
Room	The room number in the relevant folio
Balance Due	Total invoice amount minus total payment amount.
Add a Transaction	Additional charges: You can select products registered as “charges” under Hotel Products settings. Price adjustments: You can select items registered as “adjustments” under Hotel Products settings. If you need to add a charge to a reopened folio, you must enable the setting: “Allow adding charges after check-out or cancellation” in the property settings. Related help: [Property Settings] Allow adding "charges" after checkout or cancellation 💡This feature requires AirHost ONE HMS (Pro or Premium Plan). Related Help: Adding a charge / [Hotel Products] Additional invoices and price adjustments for accommodation fees / Adding a payment Available when POS is enabled and “Staff Order” is activated. 💡 Requires Check-in Pro or Check-in Premium add-on. Related Help: [Reservation Management] POS Orders
Record a payment	For manual registration : Actual payment will be handled on-site or through a separate system, and AirHost will only register the record. Payment processing will not be performed on AirHost. If you use the optional payment solution integration : You manually enter the guest's credit card information on AirHost and execute the payment via Stripe or GMO. The guest's card will be charged. Related Help: Adding Payments / [Hotel Products] Additional Charges and Price Adjustments for Accommodation Fees / Adding Payments
Invoice/Receipt	If there is an outstanding balance, an invoice is shown. If the balance is zero, a receipt is shown. 💡 Requires AirHost ONE HMS (Pro or Premium Plan). Related Help: How to set up and send customer invoices and receipts
...(More Options)	Move Charges/Payments Use this to move charges or payments to another folio. 💡 Useful when multiple folios exist or when splitting across rooms in a multi-room booking. Select items and click … > Move Charges/Payments 2. Select the target folio and click Save Send Email Sends invoices/receipts to the guest email registered in booking details. 💡 Requires AirHost ONE HMS (Pro or Premium Plan). Related Help: How to set up and send customer invoices and receipts - How to send invoices and receipts individually Log : Displays the transaction log. Related Help: Logs - Transaction details events and logs Reopening/Closing Folio : Available after checkout status. Folio is automatically closed after checkout or cancellation, but it can be reopened or closed again if needed. Related help: Reopening the folio
Date	Payment : The date the payment was confirmed. Invoice : Recognition Date ( The date the transaction is finally confirmed. This is the date the services provided are confirmed (the date revenue should be recognized). For accommodation fees, the most common recognition date is the check-out date .)
Description	The icon of a hand holding a dollar sign ($) represents a payment detail . The dollar sign ($) icon on the paper represents an invoice (order) item . Clicking the blue text in the [Description] column will bring up a pop-up screen with payment and billing details. Please click the link below for more information. Description - Billing/Payment Details Screen
Debit	Amount of the invoice (order) details (Examples) Amount for each item, such as accommodation fees or POS products.
Credit	Amount on the payment details (Example) Amount for each payment method such as OTA payment and credit card.
Total	Total invoice amount and total payment amount

Description - Billing/Payment Details Screen

Payment details

Payment information in the description box

Content	Displays the payment method in a simple format Displays the payment status using icons Click the blue text to open the payment detail screen in a pop-up window
List of payment status icons	Settled \| Payment Completed (Finished): Green checkmark ✅ Pending \| On hold: Clock icon ⏱ Refunded \| Refunded \| 🪙 Partially Refunded \| 🪙 Void \| Invalid \| ❌ Failed \| ❌

Click Blue Text > Payment Details Screen

For OTA Payments
Payment Solution Integration Add-on – Paid / Completed	Displays the details of a payment that has been successfully processed and completed through the payment solution integration (e.g., Stripe or GMO).
Payment Solution Integration Add-on – Pending (Authorized)	Displays the details of a payment that has been authorized but not yet captured through the payment solution integration (e.g., Stripe or GMO).
Payment Solution Integration Add-on – Refunded	Displays the details of a payment that has already been refunded through the payment solution integration (e.g., Stripe or GMO).
Payment Solution Integration Add-on – Failed (Void / Invalid)

Payment details item names	Function details
Amount	• Display the amount. • Displays the payment status. Status List - Paid : Payment has been completed and is successful. - Pending (Authorized) : The credit card's usability is being checked, and a temporary credit limit is being secured. If the authorization expires, a re-authorization will be performed. - Pending (Card information verification only) : The initial authorization was completed, but the authorization was subsequently canceled and no further authorization will be attempted (the payment for the day will remain). - Refunded : Refund processed - Cancel payment : Cancel the payment - Failure : The payment has failed for some reason.
Refunds, etc.	The display and features vary depending on the payment status. Related Help: Refund Procedures / Operation Options for Authorized Payments: Cancel Payment / Execute Payment / Release Authorization Only (Keep Scheduled Payment)
...	Log : Open log
Comments/ Edits	You can enter and edit comments. Comments you enter will not be visible to guests. They can only be viewed on the details screen of the transaction, so please use this feature for information sharing among staff.
Payment Account - Types of Payment Methods	The payment method selected during input will be displayed. (OTA payments are indicated by a blank space [-])
Payment account - Account name	The payment account name selected during input will be displayed. (OTA payments are indicated by a blank space [-])

Invoice (Order) Details

Invoice (order) display in the description section	Click the blue text > Invoice (Order) Details Screen
Displays invoice (order) details in a concise format Displays related reference numbers (used as order numbers when searching in Transaction Reports) Clicking the blue text opens the detail screen in a pop-up window

Invoice (Order) Details – Field Names	Function details
Date created	Date of accounting
Amount	Amount
Void	1. When clicked, a confirmation message appears: “Are you sure you want to void this payment?” Click [Confirm] to proceed. 2. It will display "[Invalidate Success]" and the charge will be canceled. 3. No transaction history will be recorded in your transaction statement. 4. In the logs, the cancellation can be confirmed under “Update Transaction / Update Folio.”
...	Order Details: Open Booking Order Details This screen is the same as the one displayed when clicking the reservation ID [Reservation Number] in the booking details. Editing the Amount : You can edit the invoice amount. For OTA bookings, the charge amount can also be edited; however, the updated amount is stored only within the AirHost system and is not synchronized back to the OTA. Please take note of this. Adding exclusive tax : Used when adding external taxes. Please refer to the help page below for details: 💡 This feature requires AirHost ONE HMS (Pro or Premium Plan). Related Help: [Tax Settings] How to set up and apply accommodation tax (external tax) / How to manually add hot spring tax (external tax) to transaction details Log : Open log
Name	Please briefly describe the details of your invoice (order).
Recognition Date	The date the transaction is finally confirmed. This is the date the services provided are confirmed (the date on which revenue should be recognized). In the case of accommodation fees, the most common recognition date is the check-out date .
Description	The system will reflect the content by default, or the content entered in the description field using [Edit Amount] will be reflected.

Logs – Transaction Details Events and Logs

Transaction details - type

Create folio	A folio is created when a reservation is confirmed, or when a new folio is created by splitting an existing folio.
Delete Folio	This log is used only in the AirHost backend and cannot be viewed in the user interface.
Update Folio	The contents of the folio have been updated (payment status, amount, etc.).
Add transaction	A charge has been added.
Delete transaction	This log is used only by the AirHost backend and cannot be viewed on the user screen. If a transaction is canceled, it will be reflected as a "Update Transaction" action.
Update transaction	The details of the invoice have been updated.
Add payment	Payment added
Delete payment	This log is used only by the AirHost backend and cannot be viewed on the user screen. (It is not possible to delete payments from the user screen.)
Update payment	Payment details have been updated.
Create refund	Refunded
Delete Refund	This log is used only by the AirHost backend and cannot be viewed on the user interface. (It is not possible to delete refunds from the user interface.)
Edit refund	The refund (reimbursement) comment/note has been edited.

Transaction Details – Events and Logs (Detail Screen)

The update details are displayed by Type
You can check the change details in Changed Data
In Event / Process, you can view more detailed information such as operator, timestamp, and update (change) content
Operator: System indicates that the action was performed by the system, not by a user