FAQ - Management / Forms (PMS)
Registration Cards
How can I print a blank registration card?
The system does not support printing blank registration cards.
How do I update the policies on my registration cards?
To update policies on Registration Cards, Folios, or Invoices, go to Management > Property Settings > Forms.
How can I disable automatic printing during check-in?
Path: Management > Property Settings > Forms > Reg Cards.
Adjust the registration card settings by going to Management > Property Settings > Forms and update the # Copies on C/I (to print) to "0."
How do I hide the driver’s license information on the registration card?
Path: Management > Property Settings > Forms > Reg Cards.
Enable the Suppress Driver’s License Information option in Registration Card settings. When selected, the driver’s license details entered during check-in will not print on the registration card.
The section for driver’s license information will still appear on the registration card layout, but the fields will remain blank.
This is useful for privacy or compliance requirements where sensitive guest information should not be displayed.
How do I automatically send a confirmation letter when saving a reservation?
Path: Management > Property Settings > Forms > Reg Cards.
Enable the Automatically Send Confirmation Letter when Saving Reservation option. When selected, a confirmation email is sent automatically only when a new reservation is created locally and saved for the first time.
This does not apply to updates made after the reservation has already been saved. In those cases, the confirmation letter must be sent manually.
A confirmation letter must be properly configured in the Letters section for this feature to work. Learn more...
How do I display the estimated stay total on the registration card?
Path: Management > Property Settings > Forms > Reg Cards.
Enable the Show Estimated Stay Total option. When selected, the total estimated cost of the guest’s stay will print on the registration card.
The amount shown is based on the current reservation details, including room rate and applicable charges at the time of printing.
How do I automatically print the registration card at check-in?
Path: Management > Property Settings > Forms > Reg Cards.
Enter the desired number of copies in the # Copies on C/I field. When a value is entered, the system will automatically print that number of registration cards when the guest is checked in.
You can also define the number of copies to print when a reservation is extended after check-in (# Copies on Extend). When configured, the system will automatically print additional registration cards whenever the stay dates are modified.
If either field is left blank or set to 0, registration cards will not print automatically.
How do I print additional registration cards when extending a stay?
Path: Management > Property Settings > Forms > Reg Cards.
Use the setting that defines the number of registration cards to print when a stay is extended (# Copies on Extend). When configured, the system will automatically print additional copies whenever the stay dates are modified after check-in.
This is useful when updated terms require a new guest signature or documentation.
Folios
Can I stop the folio from printing automatically at check-out?
Path: Management > Property Settings > Forms > Guest Folios
Automatic printing is controlled by the # Copies on C/O setting.
If this value is set to 0, the folio will not print automatically at check-out and can instead be printed manually when needed.
How can I add a summary to the folio?
Path: Management > Property Settings > Forms > Guest Folios
You can add a summary page by enabling the Include Folio Summary option in Guest Folio Settings.
The folio will always display the detailed transactions first. When enabled, the summary page is added at the end of the folio as a recap of charges.
Can I access or post to a folio before check-in?
Path: Management > Property Settings > Forms > Guest Folios
Yes, if the Post Before C/I setting is enabled.
When enabled, the folio is created as soon as the reservation is made, allowing charges to be posted before the guest arrives.
Charges posted before check-in must be offset to maintain a $0.00 balance. If not, and the reservation is later canceled or becomes a no-show, those transactions may be difficult to track and can create discrepancies in reports.
This configuration is controlled at the system level. Contact Visual Matrix Support to enable or modify serial numbering for folios.
Can I use a chronological folio number instead of the reservation number?
Path: Management > Property Settings > Forms > Guest Folios
Yes. Folios can be configured to use a separate sequential (serial) number instead of the reservation number.
This is typically used in regions where invoices must follow a chronological numbering sequence based on check-out time.
This configuration is controlled at the system level. Contact Visual Matrix Support to enable or modify serial numbering for folios.
Can I display both the serial number and the reservation number on the folio?
Path: Management > Property Settings > Forms > Guest Folios
Yes. When serial numbering is enabled, the Append Folio? option allows both numbers to appear on the folio.
- The serial number provides the chronological invoice number
- The reservation number identifies the guest stay
This allows the folio to meet accounting requirements while still referencing the original reservation.
This configuration is controlled at the system level. Contact Visual Matrix Support to enable or modify serial numbering for folios.
How can I send a Thank You message after a stay?
Path: Management > Property Settings > Forms > Guest Folios
You can automatically send a Thank You message by enabling the Automatically Send Thank You option in Guest Folio Settings.
When enabled, the message is sent during the next Night Audit as part of the automatic correspondence process.
The message content and delivery are managed through the Night Audit automatic correspondence settings.
Can I customize what appears on the folio?
Path: Management > Property Settings > Forms > Guest Folios
Yes. Folio layout and content can be customized using the following options:
- Folio Heading (top section)
- Folio Footer (bottom section)
- Guest Folio Receipts (overall template)
See: Customize Guest Folio Layout (Heading, Footer, and Receipts)
Why is my folio showing incorrect currency totals?
Path: Management > Property Settings > Forms > Guest Folios
The currency conversion rate is entered manually and does not update automatically.
If the rate is outdated, the converted totals may be inaccurate. Review and update the conversion rate in Guest Folio Settings as needed.
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