Access a Folio before Check-In (Desktop)
Being part of the guest ledger, a folio is accessible only once a reservation is checked-in. To access a folio before check-in, the "Post Before C/I" option has to be activated. Activating this feature can have consequences on the guest ledger balance if not correctly used. See below.
Path: Management > Setup > Property > Forms
The option is located in the Guest Folio settings section. The activation has to be requested and can only be activated by a Visual Matrix technician.
WARNING
A folio acts as a comprehensive ledger for a guest's charges and payments throughout their stay, requiring a $0.00 balance for checkout. Adjustments made post-checkout demand balance reconciliation to exit, as VM restricts exit otherwise. This guideline applies to pre-check-in folio modifications, where the balance must remain at $0.00 until guest check-in. Balances of checked-out folios are trackable via the In-House Guest report, while those of canceled no-shows are identifiable through the No-Show report. Charges incurred pre-check-in, typically lacking room numbers until check-in day, can be located in the transaction log report.