Generating Folio report

To generate this report:

  1. Select Administration > Reports > Guest Stay > Folio .
    Alternatively, select the Print from the Folio tab of
    • Check Out screen
    • Guest Stay screen
    • Event Reservation screen
    • Event Master screen
    Note: The Account Name and other details are populated to the Folio Parameter lookup when Print is selected from the Folio tab.
  2. Specify this information in the Report Parameters section:
    Property
    The property for which the report is generated. The application defaults this value.
    Note: You can modify this value.
    Room Number
    The room number of the property.
    Confirmation Number
    A unique number assigned to the confirmed reservation.
    Note: The application does not consider the Room Number and Departure Date values when the confirmation number is specified.
    Account
    A unique number of the account for which the folio is included in the report.
    Departure Date
    The departure date of the reservation for which the report is printed.
    Group Confirmation
    A unique confirmation number of the group. The report includes data of the Guest Stay that is associated to the selected group.
    Note: 
    • The user can select multiple confirmations.
    • The report includes events associated to the specified group.
    A/R Account number
    A unique number of the A/R account.
    Folio
    The type of folio for which the report is printed.
    Note: 
    • By default, the value is set to GUEST.
    • You can select multiple Folio.
    Output Format
    The output format for the report. By default, the format is PDF.
    Note: You can modify the output format.
    Building
    The building code for which the guest details are included in the report.
    Note: You can select multiple Building.
    Group By
    The records are grouped based on the selected values. The available options:
    • Date
    • Sub-Folio
    • Transaction Code
    Date Range Context
    The code associated with the date range based on which the report is generated. Possible values:
    • Arrival Date
    • Departure Date
    • Transaction Date
    Note: 
    • By default, this field is set to TD.
    • This field is displayed only for the Jasper version of the report.
  3. Select these check boxes to include the reservation data based on the folio status:
    • Cancelled
    • In house
    • No Show
    • Reserved
    • Waitlist
  4. Set these parameters , if required, in the Report Options section:
    Show Guest Currency
    If this check box is selected, the guest currency specified in the Guest Stay screen is included in the report.
    Include Settled Zero Balance Folios
    If this check box is selected, the report includes the folios for which the postings and the balance amount is zero.
    Note: By default, this check box is selected.
    Include POS Details
    If this check box is selected, the report includes the POS Summary transaction charge in the Folio Total Amount.
    Note: 
    • The POS Detail transaction charges is not included in the Total Amount field.
    • The partial and fully comped POS charges are displayed.
    Include Property Name
    If this check box is selected, the report includes the name of the property.
    Include Property Address
    If this check box is selected, the report includes the address of the property.
    Include Property Phone
    If this check box is selected, the report includes the phone number of the property.
    Include Property Email
    If this check box is selected, the report includes the email address of the property.
    Show Net Adjustment
    If this check box is selected, the report includes the adjusted charges and the adjustment charges.
    Note: By default, this check box is selected.
    Show Credit Card Details
    If this check box is selected the report includes the credit card number on the transaction line.
    Note: 
    • By default, this check box is selected.
    • Except the last four digit all the other numbers are masked.
    Include Settled Zero Balance Folios
    If this check box is selected, the report should include the folios and postings having zero balance amount.
    Note: By default, this check box is selected.
    Package Break By Group By
    If this check box is selected, the records are grouped based on the specified value. Later, the page breakup is applied to the grouped sub-folios.
    Include Zero Balance Folios with no Postings
    If this check box is selected, the report includes the folios with no postings and the balance amount is zero.
    Hide Comp Charges
    If this check box is selected, the report does not include the data with the comped charges.
    Note: By default, this check box is selected.
    Show Package Details
    Select this check box to display the Package Items of the accounting folio. This includes Charges, Taxes, Discounts, Allowances. This also includes the Room Charges, EOD Post, and the charges posted for the consumption items.
    Show Credits Separate
    Select this check box to display the credit column. The column includes charges that decrease the folio as positive balance. The charges that increase the folio balance are included in the Amount column.
    Show Package Inclusions
    Select this check box to include the package inclusions of non-room items for the folio containing a package or add-on in the report.
    on all folios
    Select this check box additionally to include the package inclusions of non-room items for all the folios in the report.
    Note: This check box is enabled only if the Show Package Inclusions check box is selected.
    Include Un-transferred deposit without destination folio
    Select this check box to include un-transferred deposits which do not have a destination folio.
    Note: If the BLOCKDEPOSITTRNSTOGUESTLEDGER property parameter is set to CheckIn and there are deposits waiting to be transferred, these values are displayed in the report:
    • The un-transferred deposit
    • Anticipated balance after transfer
  5. Specify the Start Date and End Date in the Date Range section.
    Note: The transactions for which the Post Date is within the specified date range are included in the report.
  6. Click Print Record.
    Note: 
    • By default, the records are sorted by the Room Number. You can modify to Name or Building in the Sort By option.
    • The Transaction Description field is not displayed in the Guest Language only if the property parameter DESOVR is selected.
    • The application consolidates the transaction lines by Package Name. The tax lines are consolidated by the Package Name and Transaction Code. Consequently, only one tax line is displayed for each tax of the package items.
    • An error message is displayed on the report if:
      • The Cancelled, No Show, Checked Out, Reserved or Waitlist check boxes are checked
      • The Confirmation Number and Account fields are empty
      • The date range is empty or set to more than 31 days.
    • If the Include Zero Balance Folios with no Postings check box is selected and the Date Range Context field is empty or set to TD, an error message is displayed on the report.