How to open / create a folio?

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How to open / create a folio?

A default Folio is automatically created when a reservation is made. For a multi-room reservation, each room has its own folio.

Open the Reservation Details window, the folio is under the Bill & Patments tab. Click on the Folio # to open the Folio.

Create additional folios for a Company or Travel Agent
Sometimes you may want to create another folio for the room, e.g. you can post all room charges to a folio for the company (whose profile is linked in the reservation), and all other charges, such as food & beverage to the guest folio. You can do that by clicking on the “ADD FOLIO” link button and select the owner of it.

The Folio IDs will follow the pattern of [RESERVATION ID]-[ROOM INDEX][A,B,..]. For example, When you have two rooms in the reservation,

  • the Folio ID for the default Folio of the 1st room will be XXXXXXX-01A
  • the Folio ID for the 2nd Folio of the 1st room will be XXXXXXX-01B
  • the Folio ID for the default Folio of the 2nd room will be XXXXXXX-02A.
  • the Folio ID for the 2nd Folio of the 2nd room will be XXXXXXX-02B

Once the folio is open, you can perform the following tasks:

  • POST – post charges manually. Any incidental charges the guest incurs during their stay can be added to the folio using this option.
  • PAY – process payment. Note: when you have multiple folios, you can go back to the Reservation Details window and click the Pay All Bills button to pay for all folios under the reservation at once.
  • VOID – void selected entries. Use this option to correct mistakes. Voided transactions do not show on receipts, but they remain on the folio for audit trail purposes.
  • TRANSFER – transfer selected entries to another folio
  • RECEIPT – generate a receipt for this particular folio (for printing or emailing) Note: when you have multiple folios, you can go back to the Reservation Details window and click the All Receipts button to print all receipts for the reservation at once.
  • CHECK OUT – Check out the guest from the room. Note: when you have multiple rooms in one reservation, this button will become SET VACANT which sets the Housekeeping Status to VACANT for this room. You can check-out all rooms at the Reservation Details window
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