A Balanced Folio means that the balance of the folio equals $0 with charges equaling or balancing payments. Balancing the folio can be accomplished in several ways by adding charges, applying payments, giving refunds, giving discounts, etc. The Folio of every Guest Booking, Group Booking and House Account MUST BE BALANCED on the departure date in order to check-out a guest AND to complete the Night Audit. Examples of Folios: Balanced Folio Charges=Payments | Unbalanced Folio Charges-No Payments | Unbalanced Folio Deposit- No Charges |
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To Balance a Folio on Check out 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 Folio
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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. |  Image Added
To balance the Folio a payment of $199 must be applied. The outstanding balance will auto fill in the Amount field, but can be edited to any amount. Click Apply Payment. |  Image Added
The payment is applied and the folio is balanced. The Check out button is now active and the guest can be checked out. |
Unbalanced Folio at Night Audit The Night Audit function is a daily audit of all transactions and booking activity for the day. The Night Audit processes, reviews and catches any bookings that due to check in or out for the day, charges Room Rent to each Folio, displays unbalanced house folios and then increments the system date. This includes Arrivals, Departures and Unbalanced Folios. There is no required time that you must run night audit. Some properties run the Night Audit at the end of day, at night or early the next morning. Balanced Folio on Check out |