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, whether the folio is marked as No Post, and balances for the guest, incidentals, and Account Receivable folios. It also includes these actions buttons:

  • Print Documents: Options include the types of documents that can be printed.
  • 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.
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.
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.

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
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