Checked out with Balance Folios (Desktop)
What is a Checked Out with Balance Folio?
This is when a folio has been checked out but still has a balance on it.
Visual Matrix will alert you when you attempt to:
- check out a folio if the balance is not at 0
- closeout of a checked-out folio after it's been adjusted or modified and the balance is not at 0 anymore
The following actions may lead to that situation:
- closing the browser window instead of logging out from Visual Matrix (cloud)
- end the Visual Matrix process from Task Manager (desktop)
- restart the computer completely (desktop)
What is the risk of those folios sitting there... and being purged?
Depending on the settings, Visual Matrix does purge all reservations and financial data after 3 to 5 years (7 years for financial data).
If a folio that was Checked Out with a Balance has been purged, then the balance has been taken out from the Guest Ledger balance.
This will create an error in the Daily Report balance that the guest will not be able to find nor recover.
Where to find a list of those Checked-Out with Balance Folios?
Path: Front Office > Reports > In House Guests > Check the box "Include C/O w/Bal".
With the box checked, the report will take a bit longer to generate.
Once the report opens, go to the end of the report, there will be a section Checked Out Folios with Balances.
If the section is not there, it means you do not have any... but that does not mean there was none before!
If there are some, it is highly advised to take care of those immediately. Go to each folio and clear the balance.
How to confirm that a Folio has been purged?
Whether you are on Cloud or Desktop, only our Support Technicians can do this search.
For Visual Matrix Desktop, they will need to get a backup older than last night's audit, sometimes a couple of months old. Making sure you are backing up correctly every night is very important.
In both cases, please open a ticket.
However, if this situation is confirmed, there will be nothing that could be done to correct the error balance as this is not an error or an issue from Visual Matrix itself. The balance will back on track at the next audit.