Check Out Guest Folio (Cloud) 🎥
🎥 Watch Video
Checking out a guest finalizes their stay — you’ll ensure all charges are settled, payments are posted, and the folio is closed smoothly. Use this process to avoid open balances or accounting issues at departure.
Path: Front Office > Cashiering > Guest Account > In-House Guests
Instructions
1. Click on In-House Guests on the right side of the screen to view the list of current guests.
2. Locate the guest or room number you want to check out.
- Review any additional folios (B, C, D, etc.) associated with the guest.
- If any extra folio shows a balance, it must be settled before continuing.
Folio A cannot be checked out while another folio under the same reservation still carries a balance. Once all sub-folios are at $0, they will automatically check out when Folio A is closed.
3. Select Folio A and click on View to open the detailed folio for the guest.
4. Review all postings on the folio to confirm that all charges and payments are correct.
- If adjustments are needed, make them before proceeding with checkout.
- For guidance, see Adjust a Charge in a Guest Folio.
5. Confirm the folio balance.
- If the balance is not $0, post the remaining payment or transfer any incidental charges as needed.
- Ensure all payments are applied to the correct folio.
If the method of payment is credit card (with an existing authorization) or City Ledger, and checkout occurs on the scheduled departure date, the folio balance does not need to be settled before checkout. You can proceed directly to Check Out — the system will either charge the amount from the authorization or automatically transfer it to the City Ledger account.
6. Click on Check Out on the left side of the screen.
If the reservation’s method of payment is City Ledger or Credit Card, the following message will appear.
7. Verify the checkout confirmation message to ensure the folio has been successfully closed.
- The guest’s status will change from In House to Checked Out.
- If the system prevents checkout, recheck any sub-folios or open balances.
- When the checkout completes successfully, the Details window will close automatically, and the system will return to the Cashiering Recap page.
Still need help with this topic?
Ask Yourself:
- Did I open the correct guest folio (A or incidental)?
- Did I balance any sub-folios before attempting checkout of the main folio?
- Did I post payment correctly (automatically or manually) before checkout?
- Am I checking out on or before the scheduled departure date?
Support May Ask You:
- Which folio (A, B, C, etc.) did you try to check out?
- Was there a residual balance in any sub-folio?
- What payment method was used, and when was it posted?
- What error message (if any) did you receive?
Related Articles
Check Out Group Master Folio (Cloud) 🎥
? Watch Video At the end of a group’s stay, you’ll use the Group Master Folio to finalize billing and close the group account. Checking out the group folio in Visual Matrix Cloud ensures all balances are cleared and all charges are correctly ...Check Out Room or Folio with Balance (Cloud)
When you try to check out a guest and see that the folio still has a balance, it’s important to first identify whether it’s a debit balance (the guest owes money) or a credit balance (the guest has overpaid). Once you know the type, you can take the ...Reinstate Checked Out Guest Folio (Cloud) 🎥
? Watch Video Occasionally you may need to reinstate a guest folio that was recently checked-out — for example, if a guest returns to the room on the same day. This process is only available if the folio was checked out today and the room has not ...Print or Email Guest Folio (Cloud) 🎥
? Watch Video After a guest’s stay (or at any time while folio access is permitted), you can generate a physical or emailed copy of the guest folio for record-keeping, guest review, or accounting. This article shows how to print or email a guest ...Adjust Charge in Guest Folio (Cloud) 🎥
? Watch Video Every so often, a guest folio charge needs to be corrected — maybe a posting was entered incorrectly, or a guest received a special discount after check-in. The Visual Matrix Cloud PMS makes it easy to adjust charges directly in the ...