Each Individual and Group booking has a Folio Tab in the Booking Details. To manage the folio of a Guest Booking, locate the booking and then click on the Folio Tab in the Booking Details.
The Folio is a powerful and flexible tool for applying charges and payments to a Guest bill. All Charges and Payments will appear in the Guest's Primary Folio and stayed attached to the Guest Booking.
The functions available in the Folio allow you to create additional folios, transfer items between folios and email or print folios. These can be used as a Guest Receipt or you can create a customized Receipt Letter. See Letters.
Please take a moment to review these important Folio Functions.
The two column reporting for payments and charges in Folios allows you to view the totals separately. This is helpful when balancing the folio.
Charges and Payments: The two column format allows you to see each charge or payment as a line item with a corresponding $ amount in the Charges or Payments columns. The total of each column is shown at the end with the Cusomter balance shown at the end of the Folio. A positive balance indicates an $ amount due. A negative balance indicates a credit balance due to a prepayment or deposit.
Modify and Delete Icons: Click on each icon to either modify or delete the transaction.
Charges can be applied to the Folio in three ways:
Payments can be applied to the Folio in two ways:
The second row in the Booking Header with the financial information is continually updated by Folio transactions, except for the Projected Income. The other three fields (shown in blue): Projected income+ Charges, Projected Balance and Folio Balance reflect the actual Folio balance as charges and payments are applied. See Booking Header.
Credit Card Payments made to the folio function are recorded in the folio and the transactions are managed in the Manage Credit Cards. The credit card payments applied to the Folio will only be processed If you are set up with Payment Processing through our MyCard system. If you ARE NOT signed up for automatic payment processing, then the credit card payments entered will ONLY be recorded, but NOT processed. Users of MyCard payment gateway processing, see MyCard for details on processing Authorizations and settling credit cards.