**Guest Folio Settings and Customization (Cloud)

**Guest Folio Settings and Customization (Cloud)

Guest folios are more than just receipts—they represent your property’s branding, communicate charges clearly to guests, and support accurate financial tracking. The Guest Folios section in Visual Matrix Cloud allows you to control how folios look, what information they include, and how they are delivered during the guest journey.
This section controls the appearance, content, numbering, and delivery behavior of guest folios. Settings here determine what prints at check-out, what is emailed to guests, and how folio data is structured and displayed.
Path: Management > Property Settings > Forms > Guest Folios

Folio Layout and Content

These options control what guests see on the folio and allow you to customize the visual presentation.
  1. Guest Folio Receipts: Opens the receipt template used for printed or emailed folios.
  2. Folio Heading: Controls the top portion of the folio, typically used for property branding, contact details, or logos.
  3. Folio Footer: Controls the bottom portion of the folio, often used for disclaimers, thank-you messages, or policies.


Folio Content Options

These settings determine what information is included when a folio is generated or sent.
  1. Include Folio Summary: Adds a summarized view of charges to the folio.
  2. Include Folio Detail: Adds a detailed breakdown of all transactions and postings.
  3. Automatically Send Thank You: Sends a thank-you message to the guest when the folio is delivered at check-out.


Numbering and Printing Behavior

These settings control how folios are tracked and how many copies are produced.
  1. Use Serial Numbers*: Enables sequential numbering for folios.
  2. Next Serial #*: Displays the next folio number that will be assigned.
  3. # Copies on C/O: Determines how many printed copies are generated at check-out.
  4. Append Folio?*: Appends the reservation ID (folio number) to the serial number so the original folio reference is not hidden.
Notes
*This setting is controlled at the system level. Contact Visual Matrix Support if changes are needed.


Timing and Posting Controls

These options affect when folio activity occurs in relation to the guest's stay.
  1. Post Before C/I*: Allows charges to be posted to the folio before the guest has checked in.
Notes
This setting is controlled at the system level. Contact Visual Matrix Support if changes are needed.
Warning
When this setting is enabled, any charges posted before check-in must be offset so the folio remains at a $0.00 balance until the guest arrives.
If charges are posted and not offset, and the reservation is later canceled or becomes a no-show, those transactions may be difficult to track and can create discrepancies in financial reports.


Currency Display

This section allows you to display folio totals in an additional currency.

  1. Code: The currency code to display (for example, EUR).
  2. Multiplier: The conversion rate used to calculate the alternate currency total.
Info
The conversion rate is entered manually and does not update automatically. It should be reviewed and updated regularly to ensure accurate totals.


Still Need Help With This Topic?

Ask Yourself:
  1. Am I trying to change how the folio looks or what it includes?
  2. Do I need to adjust printing or email behavior at check-out?
  3. Am I setting up numbering or tracking for accounting purposes?
Support May Ask You:
  1. Which folio setting are you trying to change?
  2. What result are you expecting on the printed or emailed folio?
  3. Are you working with a specific reservation or testing setup?
  1. Editing Guest Folio Text and Layout (Cloud)
  2. Add a Local Currency Total on the Folio
  3. FAQ - Management / Forms (PMS)

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