Posting transactions to folios

To post a transaction to a folio:

Note: 
  • No Post: If this check box is selected the postings are restricted to that account.
    • On selecting a closed account, a consent message is displayed.
    • The check box cannot be selected for these accounts:
      • Advance Deposit
      • Credit Card
      • Cross Prop Charge
      • Gift Card
  • When transfer instructions are in place, the transactions are routed from one folio to another as they are posted.

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
  1. In the FOLIO DETAILS section, specify this information:
    Folio
    Specify the folio. The charges are posted to the given folio.
    Transaction
    Specify the transaction code.
    Note: The transaction code description can be changed if the property's parameter DESOVR is enabled. Refer to Property parameters.
    Item
    Specify the item that you want to post. The item description is populated by the system. The Transaction Code field is populated by the system based on the non-rom item selected. The amount for which the guest must be charged is calculated by the system, and does not include additional taxes.
    Amount
    Specify the amount that you want to post in the folio.
    Note: You cannot specify a negative value in this field if the PREVENTNEGATIVEPOST property parameter is selected.
    Net Amount
    Displays the net amount that does not include taxes.
    Quantity
    The number of items used by the guest.
    A/R Account
    Specify the A/R account. This field is enabled only when the folio is set to Accounts Receivable. The A/R account listed on the record view is displayed.
    A/R Status
    The status of the A/R account. For example, active or inactive.
    Billing Reference
    The billing reference required for the A/R account.
    Originating Booking System
    The name of the external booking system for the OTA (Online Travel Agency) to directly bill the charges.
    Note: You must specify this value if Require Originating Confirmation Number check box is selected for the A/R Account on Property A/R Account screen.
    Originating Confirmation Number
    The confirmation number of the booking system.
    Note: The application populates this value.
    Line
    Displays the selected line number of the account.
    Transfer To
    The confirmation number to which you transferred the charges.
    Transfer From
    The confirmation number from which the charges are transferred.
    Billing Postal Code
    The postal code of the billing address of the card
    Posting Amount in Guest Currency
    Displays the amount that must be posted, in the currency used by the guest.
    Adjusted
    The check box is selected by the system when you select a folio posting that needs to be corrected and click Correct/Adjust Record. The transaction code that is configured for adjustment is defaulted by the system in the Transaction field.
    Note: The transaction code that you want to correct or adjust must be configured to allow adjustment. For more information refer to Adding a property transaction code.
    Date
    Displays the date on which the folio correction is carried out.
    Original Post Date
    The date on which the transaction is first posted.
    Note: 
    • This date is displayed only if the OPT_ORIGINALPOSTDATE optional parameter is enabled, and the posting has been transferred to the original folio.
    • The original post date is displayed only on these reports:
      • Folio
      • Folio Account Detail
      • Folio for Japan
      • Folio Account Detail for Japan
      • Folio Package Information
      • Folio Package Information Account Detail
      • Folio Package Information Transaction Summary by Date
    • You can enable the OPT_SHOWTRANSFERDATE optional parameter to display the posting date, which has been transferred to the final folio, in the Comment section of the report. If a text exists in the Comment section, this date is added to the comment with the ‘Transferred on’ label.
    Tax Invoice Number
    Displays the tax invoice number.
    Invoice as Tax Exempt
    The system selects the check box to indicate that no tax group is associated.
    Invoice as VAT 0%
    The system selects the check box if the tax group has VAT 0% field selected.
    Invoice as VAT
    The system selects the check box if the Report as VAT check box is selected in the Transaction Codes tab of the Tax Group page.
    Offset
    The system selects the check box if the system posts a balancing charge in the folio.
    Inclusive Tax
    The system selects the check box to indicate that tax levied is inclusive tax.
    Tax Group
    Displays the tax group used to post the taxes.
    Tax Amount is Percentage
    The system selects the check box to indicate that the tax is calculated as a percentage of the posted amount.
    Tax Amount
    Displays the tax amount that is posted.
    Package Reference
    Displays a package identifier which is used to track the package charge and the items charge that are included within the package.
    Charge Reference Number
    Displays a unique number for each transaction.
    Originating Charge Reference Number
    Displays a reference number that allows you to relate a tax to the charge that caused the tax to be generated.
    Alternate Package Tax Calculation Used
    If this check box is selected by the system, the alternate package tax calculations for the non-room items are printed on the report.
    Service Charge
    If this check box is selected by the system, the service charge details are printed on the report.
    Service is Taxed
    If this check box is selected by the system, the tax levied on the service charge is printed on the report.
    Lease Number
    Displays the lease number the guest is associated to.
    Lease Period
    Displays the lease period the charge was generated in.
    Originating Booking System
    The name of the external booking system for the OTA (Online Travel Agency) to directly bill the charges.
    Note: You must specify this value if Require Originating Confirmation Number check box is selected for the A/R Account on Property A/R Account screen.
    Originating Confirmation Number
    The confirmation number of the booking system.
    Note: The application populates this value.
    POS Voided Check Number
    The check number of the charge which is voided by the POS.
    Note: 
    • When the voided charge is comped the application reverses the comp to avoid the credit on the folio.
    • The application populates this value based on the check voided by POS Cashier.
    Always Post/Do not Separate
    The application selects the check box based on the transaction code configured in the Tax Group screen.
    Note: The tax is either included or excluded when the charge is transferred, adjusted or discounted.
    Installments
    The number of payment installments available for the guest stay record.
    Note: 
    • The values for this field are defined in the Global Codes.
    • The installment amount is displayed when the selected card has an unused authorization amount.
  2. Click Save. The transaction is posted to the folio.
  3. Alternatively, click Activate Reader if you have the electronic payment processing interface implemented at the property. Refer to Processing a chip and pin payment card.
  4. Click Print Receipt to print out a receipt for the payment. The button is enabled when the transaction that you want to print is of type payment or paid-out. You can also click Print Receipt to generate the Cash Receipt including the Currency Exchange Transaction information for the selected line on the Folio tab.
    Note: In Russia, the Cash Bank is automatically assigned based on the Workstation ID URL specified on the Device screen. To enable the feature:
    • The value of the FISCAL property parameter must be set to RU.
    • The FORCETAXINVONPAYMENT property parameter check box must be selected.
    • If the Cash Journal session variable of the current user is blank, the user is not assigned to an individual bank however, one or more shared banks are in use.
    • The user must post a transaction code for which the Paid Out check box is selected.
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