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A Balanced Folio means that the balance of the folio equals $0 with char= ges equaling or balancing payments.
The Folio of every Guest Booking, Group Booking and House Account
Balancing the folio can be accomplished in several ways by adding charge= s, applying payments, giving refunds, giving discounts, etc.
The system provides two methods to insure that all Folios are balanced a= nd all payments are received before a guest can check out and the system da= te can be incremented to the next day.
The two methods are:
Examples of Folios:
Balanced Folio<= /p> Charges=3DPayments |
Unbalanced Folio Charges-No Payments |
Unbalanced Folio Deposit- No Charges |
---|---|---|
<= /td> |
In this example, there is a Guest Balance of $199. To balance the Folio,= a payment must be applied in Add Payment.
Unbalanced Folio at Check-out: |
Apply Payment to F=
olio |
Balanced Folio, ab=
le to check out |
---|---|---|
When = you attempt to check out a Guest with an Unbalanced Folio, you will get the= following message at the top of the booking. The outstanding Guest Balance= is $199. |
To balance the Folio a payment of $199 must be applied. The outsta= nding balance will auto fill in the Amount field, but can be edited to any = amount. Click Apply Payment. S= ee Add Payments and Add Charge |
T= he payment is applied and the folio is balanced. The Check out button is no= w active and the guest can be checked out. See Check out a Guest |
During the Night Audit proces= ses, the system reviews and catches any bookings that due to check in or ou= t for the day, but have not been checked in or out. The bookings that are d= ue to check-in will show in the "No Show" category and bookings which need = to be checked out, will appear in the "Stay over" category. The "Stay Over"= category indicates that the booking can't be checked out because the Folio= is unbalanced. House Account folios that are unbalanced will also appear i= n the "House Accounts" category. All of these items need an action item and= must be completed in order to complete Night Audit. Once a Folio is b= alanced, it will disappear from the Action Items in Night Audit. When all i= tems are cleared a Blue Check mark will appear. See Folio
In this example, the Night Audit indicates that there is one House Accou= nt Folio that needs to be balanced and one guest listed in Stay Overs who n= eeds to be checked out.
Night Audit - A= ction Items to Complete |
Stay over - Balanc=
ed Folio and Check out. |
Balance House Acco=
unt Folio |
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When you attempt to complete the Night Audit with unbalanced= Folios or Guests due to arrive who haven't been checked in, then a Red exc= lamation Point will appear indicating that action must be taken. In this ca= se, the House Account Folio must be balanced and the Guest, Jane Williams m= ust be checked out. See Night Audit<= /a> |
C= lick on the Guest name listed in the Night Audit and the Guest Booking Deta= ils will open to the Folio Tab. Apply Payment, Refund or Charge to balance = the Folio and allow check out. This is described above in Unbalanced Folio = at Check out. See Folio = p> |
Click on the Folio listed under House Accounts and the wi= ndow will open with the House Account Folio. Apply a payment, give a refund= or add a charge to balance the Folio. When the Folio is balanced, return t= o the Night Audit and complete. See House Accounts |