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.
To automatically post charges to certain folios in a Group, use the "Charge To" setting.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
Group Fokio
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:
Step 1: Choose the Folio to transfer items from
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.
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.
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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