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Groups often want to manage charges between the group folio and individual folios. For example,

you have a new group for a wedding and the parents of the bride have agreed to pay all the rooming charges for the wedding party, but all other incidentals are to be covered individually

Room Rent was initially charged to the Group Master Folio, but now the Guests want to pay charges individually.

By default all charges go to the Group Master Folio and individual bookings inherit Group Folio settings at the time of the individual bookings creation. This is important to note because custom folio management must be done prior to making individual bookings if you wish for the folio settings to inherit to all individual bookings.

To automatically post charges to certain folios in a Group, use the "Charge To" setting before adding the bookings to the Group.This setting is located in the Booking Data tab of the Group Booking and in the Group Booking Wizard. See Charge To - Group Bookings

There

many be times when a payment or deposit needs to be divided up and applied to each of the guest bookings.or charges moved to another folio in the Group.

To move a transaction from one booking to another booking, there must be a transaction created in Group Master Folio and a corresponding transaction created in the Guest folio.

For better record keeping we recommend  creating a Receipt Type called Transfer Payment. All of the transactions using this Receipt Type will be grouped together on your reports. By using Transfer Payment in both transactions, there will be corresponding negative and positive transactions in the same Payment Type. These two amounts balance each other out and you have effectively moved a payment between bookings.To set up a new Receipt Type, go to SETUP | PARAMETERS | RECEIPT TYPES See  Receipt Types

are several scenarios which may involve the transfer of a charge between Bookings like Room Rent or incidentals posting to the Group Master Folio which the guests then decide to pay individually.

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 To transfer charges between Group Master Folio and Guest Folios, follow these steps.

Step 1: Choose the Folio to transfer the charge from. In this example, we will transfer charges from the Group Master Folio

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Step 2: Choose Transactions and Folio to Transfer To. In this example, we will transfer Room Rent and Tax  for Room 220 to Kim Williams Folio. Put a check mark next to the Folio items to move. Scroll to the bottom of the Folio and choose the folio to transfer to in the "Transfer checked items to"

There are several scenarios which may involve the transfer of a payment or credit between Bookings like a deposit made on one booking for several rooms.Here is one example:

 Example 1: Transfer a Payment from Booking A to Booking B.

For example, The Group Booking makes a deposit of $1,500. The payment is applied to the Group Master Folio, but needs to be divided and applied to four individual bookings in the Group. The Guests will each pay the balance of their bookings. 

First, go to the Group Folio :

  • Go to the Folio
  • Go to Add Payment.
  • Choose the Transfer Payment in the Payment Type drop down menu.
  • Use the Description to reference Booking B and the transfer.
  • Enter a NEGATIVE PAYMENT in the amount that needs to be transferred. For example, to transfer $250, enter -$250.
  • Click Apply Payment and the transaction will appear in the Folio.
  • The Folio Balance will be $250 ($500-$250)

Then, go to Booking B:

  • Go to the Folio
  • Go to Add Payment.
  • Choose the Transfer Payment in the Payment Type drop down menu.
  • Use the Description to reference Booking A and the transfer.
  • Enter a POSITIVE PAYMENT in the amount that needs to be transferred. For example, to transfer $250, enter $250.
  • Click Apply Payment and the transaction will appear in the Folio.
  • The Folio Balance will now be $250

To Transfer Payments and charges between Folios, follow these steps:

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Step 1: Choose the Folio to transfer items from

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Step 2: Choose Transaction and Folio

Then, choose the Folio to Transfer items TO in the Transfer checked items to

drop-down list. This will automatically transfer the item. Any taxes or service charges associated with that line item will also automatically be transferred to the selected folio.

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Step 3: Confirm transfer

Primary Folio after charge is transferred. The Balance is now a Credit (negative number) as only a payment is applied to the Primary Folio.

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Spa Treatments Folio after charge is transferred. Notice Folio Bal: of $25.00 in the Booking Header. This reflects the Balance due for the total folios for the Guest. Notice Folio Bal: of $25.00 in the Booking Header. This reflects the Balance due for the total folios for the Guest.

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of charge

Go to the Guest Folio by choosing it from the "Choose Folio" drop down list. Image Added

The charge has been transferred to the Primary Folio of the Guest.

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