When checking out a folio it is important to verify if the reservation has any incidental folios that need to be reconciled. The Room and Tax A folio can not be checked out until all secondary folios have been balanced to zero.
To check out a folio navigate to Front Office > Cashiering > Guest Account
Verify Incidental Folios
Once in cashiering you will need to populate the incidental folio. If the guest has more than one incidental folio, reconcile each sub folio until they are all balanced.
- Select In House Guests on the left, locate and double-click the incidental folio to populate it in the folio preview screen.
- Open the folio by typing the room number within the Room # box and selecting B from the drop-down box.
- If the balance is not zero, select View to open the incidental folio.
If you are alerted that B folio does not exist there is no need to create one, skip to checking out the A folio.
Additionally, if all incidental/sub folios (B, C, or D) are balanced to zero, you can skip to checking out the A folio
Balance Incidental Folios
Once viewed into the folio make the proper posts or adjustments required to balance it to zero.
This could be posting a payment for any charges, posting an adjustment to remove a charge, voiding a charge from the folio, etc.
To create a post to assist in balancing the folio use the Detail Posting Code drop-down box.
- Select the code required, in our example we use a Miscellaneous code.
- Type the amount that is required to balance the folio, shown within the Balance box at the top of the folio.
- Click Save.
To Void the charge from the folio select the code that needs to be removed.
- Click Void on the left.
- Enter the Void Reason.
- Click OK.
Check Out the A (Room & Tax) Folio
Once all incidental or sub folios are balanced to zero, view into the A folio and preform the Checkout.
Once checked out the status of the folios will state OUT instead of IN.
- Select In House Guests on the left, locate and single-click the A folio to populate it in the folio preview screen.
- Open the folio by typing the room number within the Room # box and selecting A from the drop-down box.
- Select View.
- Balance the A folio by processing payment, if it has not yet been done.
- Select Check Out on the left.