Working with folios

The Folio tab is used to view, post, manage folio transactions. The folio can also be printed and presented to the guest, or emailed. You can select multiple charges from a given sub-folio to settle to direct bill and automatically generate invoices. It allows you to settle selected charges while other charges remain un-settled.

The folio screen includes three sections. The first section includes basic folio information such as the folio balance, the folio balance in the guest's currency, un-transferred deposits of the guest stay, whether the folio is marked as No Post, and balances for the guest, incidentals, and Account Receivable folios. You can click the Img2.png Folio Settlement icon to view the Remaining Authorization details for the folio settlement. It also includes these actions buttons:

  • Print Documents: Options include the types of documents that can be printed.
    Note: 
    • The confirmation message to print the receipt of the transaction is displayed only if the transaction code is linked to an existing Receipt Name with auto print enabled on the Form Configuration screen.
    • The receipts can also be printed in the future using the Print option.
    • You can print or send the selected invoice to a device only if the property parameter SIGNATURECAPTUREINVOICE is selected.
      • The informational or final invoices are printed based on the report parameters specified in the property parameter TAXIIO or TAXINO.
      • The invoice is printed or sent to device after completion of e-invoicing or Fiscalization or post payment process.
  • Email Documents: Options include the types of documents that can be emailed to the guest.
  • Advance Posting: Options include Apply Advance Posting and Rollback Advance Posting.
  • Folio: Options include Folio Settlement which brings up the Folio Settlement pop-up, and Folio Wizard which brings up the Folio Wizard pop-up.
    • Note: Folio Settlement - On the Tax Invoice Configuration screen, if the default Payer (taxpayer) is specified and the Separate Tax Invoice check box is selected for the specified payer, the application defaults the Payer on the Folio Settlement screen for new accounts only.
The detail list section of the folio includes the transaction details of the folio such as Description, Amount, and Currency. In the grid, the Transaction Currency and Transaction Currency Amount displays the posted amount in the foreign currency.
Note: If the property parameter POSADJREASON is selected the reason for adjusting a posting must be specified.

The third section includes details about a row that is highlighted from the second section. You can highlight a row and use then Actions button to access these option links:

  • Adjust/Discount: See Correcting and adjusting folio transactions
  • Post Item: See Posting an item directly on the folio
  • Transfer Record: See Transferring folio transactions
  • Direct Bill Transfer
  • Undo Advance Posting
  • Void Record
  • View POS Detail
  • Bank Note Details See step 7 in Working with the cash journal
  • Currency Exchange See Commissions for Currency Exchange transactions
  • Post Payment See Posting a payment
    Note: 

    An Approve High Cash PaymentUser ID and the Password of the Manager (or approved person). This window is displayed when the posting amount exceeds the high cash payment threshold. You can set the high cash payment threshold in the window is displayed wherein you must specify the ANTIMONEYLAUNDERING window is property parameter. You can post the payment to the folio using the Submit option.

  • Show Package Consumption
  • Check Stamp Duty: Use this option to post the stamp duty for the invoiced amount based on the transaction code and threshold limit.
    Note: This option is displayed only when the property parameter ITALYSTAMPDUTY is configured.
  • Show Comp Details: Displays the details of the charge comped for a folio transaction. This includes the POS and package charges, the tax adjustments and the remaining amount if any, that the guest must pay.
    Note: 

    This option is disabled if multiple comp lines are selected.

  • View Comp Folio: Use the screen to view the charges that are comped for a guest stay. You can view the charge information as well as the authorizer and department that approved it, and whether it was charged to a player bank or not.
  • Adjust/Discount POS: Use this option to adjust or discount a POS summary. See Adjusting the POS charge
  • Void Record: You can select this option to void a transaction and fully reverse the taxes that are posted. The Packages and POS Summary charge, Resort fee and the related taxes are also reversed.
  • Post Charge: Use this option to post the charges to the folio or convert the amount from the foreign currency to the property currency in the Post Charge window. Charges are posted to the respective folios based on selected Folio Type. See Post Charge
  • Calculate Tax on Total: Use this option to recalculate the tax amount on the total amount of the accumulated revenue, in addition to the daily tax postings. This feature is applicable for hotels in Japan when the FISCAL property parameter is set to JP.
    Note: The FOLIOTAXRECALCULATE property parameter enables you to specify the option for tax amount recalculation. Possible values:
    • ALLOW: The tax amount is recalculated automatically, and the folio is printed.
    • PROMPT: A confirmation message for tax amount recalculation, is displayed. You must click Yes for recalculation and printing of the folio.

    For taxes comprising inclusive taxes, the adjusted tax amount is posted to the accounting folio with an offset. For the total amount with exclusive taxes, the adjustment is posted to the respective sub-folios. However, there is no adjustment posting when the sum of the daily tax amount is same as the recalculated tax amount.

  • Credit Fiscal Receipt: Use this option to select one or more receipts and request the e-invoice partner, such as POS and SPA, to create a fiscal credit note. To enable this option, you must set the FISCAL property parameter value to GR on the Parameter tab of the Property Configuration screen. See Generating Credit Fiscal receipt
Note: 
  • If the reservation is in the Waitlist status, all the fields are disabled. You cannot post any charge for a guest in the waitlist status.
  • If the property parameter TAXINV is set to No, you can use any settlement type to settle any of the standard sub folios. Also, you can use direct bill to settle the Guest folio.
  • If the property parameter TAXINV is set to Yes, direct bill payment transactions can only be applied to the A/R folio. The A/R account on the A/R folio must be used for direct bill payments. Any form of payment is allowed in the A/R folio. You can void the direct bill settlement if the record is not part of a final or corrected tax invoice. You can also use the Void Settlement option to void the direct bill transfer transaction if the record is not part of a final or corrected tax invoice. When you void the direct bill transfer transaction:
    • The system posts a new direct bill transfer transaction to offset the one being voided. The amount of the new direct bill transfer transaction has signage opposite to the original amount that is being voided.
    • The original transfer transaction is marked as voided by the system.
  • If the property parameter ARCCTRANDETAIL is selected, and the deposit with pay type is credit card is posted, the application posts:
    • an offset transaction to the credit card account for the amount. The lease deposit ledger offset code linked to the account is used to post the transaction.
    • a direct bill settlement to the credit card account to transfer the amount to the A/R Account.
  • When you access the Post Payment window for payment processing, a confirmation message is displayed before transfer of pending deposits to guest ledger if you are posting payment for an account with:
    • BLOCKDEPOSITTRNSTOGUESTLEDGER property parameter set to a value other than Empty, Fully and FullyAutoCRDT and
    • a destination folio pre-defined,
    • only one folio that has a pending invoice,
    • a deposit that is not transferred to a folio, is not refunded, corrected, or forfeited.

    If you click Yes, the deposit gets transferred to Guest Ledger, the balance is updated and the Post Payment window is displayed for payment processing.

  • If the account has more than one folio with pending invoice and a destination folio is not defined for the deposit, the Folio Wizard screen is displayed wherein you can select the folio for the deposit transfer.
  • For a guest stay, if the refund payment type is different from the deposit payment type, an error message is displayed and the post payment process is blocked.
  • When you select a payment transaction code or select Activate Reader/Direct Bill Transfer option for the selected Folio and click Submit, a confirmation message is displayed before the transfer of pending deposit to the folio, if you are posting a payment for an account with:
    • BLOCKDEPOSITTRNSTOGUESTLEDGER property parameter set to a value other than Empty, Fully and FullyAutoCRDT
    • a folio for which destination is not defined,
    • a deposit that is defined for the selected folio type,
    • a deposit that is not transferred to a folio, is not refunded, corrected, or forfeited.
    When you click
    • Yes, the deposits get transferred and the Folio Balance is updated.
    • No, the system posts the payment.
    • Cancel, the posting process stops.
  • If ITALYSTAMPDUTY property parameter is configured, the deposit transfer process must be performed prior to the Stamp Duty calculation.
  • The values specified in the Company and Organization fields on the Guest Stay screen are displayed on these reports only if the OPT_SHOWCOMPANYNAME optional parameter is set to True:
    • Folio
    • Folio Account Detail
    • Folio Account Summary
    • Folio Transaction Summary
    • Folio Transaction Summary by Date

Folios which have a value specified in the Settlement Type field are always settled independently. You cannot add or clear the settlement type if the property parameter TAXINVATPAYMENT check box is selected.

When an account is configured as tax exempt, but the transaction code used for posting is configured with a Tax Group, the taxes are still calculated but the tax lines are not posted on the account’s folio. The tax posting information is stored in a Tax Exempt table for later reference and reporting. All accounts except the following can be classified as tax exempt :

  • Gift Card
  • Credit Card
  • Advance Deposit
  • Sundry Account

You can apply supervisor approval for high cash payments. See Mobile Supervisor Approval

The Refund option on the Post Payment window is enabled if the Refund Requires Reason check box is enabled on the Transaction Code screen for the payment type and the Refund Requires Approval and Self-Approve Payment Refund check boxes are enabled on the User ID screen for the user.

For one or more pending negative payments if you select the Refund option, the Refund Reason window is displayed. You can also access this window by selecting the Adjust/Discount option from the Actions menu. You must specify the Refund Reason and Refund Comment to continue the payment process.

You can also access this window by selecting the Adjust/Discount option from the Actions menu.

If the Refund Requires Approval check box is enabled, and Self-Approve Payment Refund check box is cleared, an error message is displayed for the supervisor approval. In case the approval request is rejected, the deposit amount is not refunded.

If the Incognito check box is selected for a guest, the user must have Incognito Authorization to view the Guest Name and the Account details. See Incognito Functionality

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