Check Out a Group Master Folio (Cloud) 🎥
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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 accounted for. Depending on the group’s Guarantee Type, the group folio may contain all guest charges (for All Charges setups) or only Room & Tax items (for Room & Tax setups). In some cases, the group folio might even appear empty because all charges were automatically posted directly to each guest folio.
Path: Front Office > Cashiering > Group Account
Once the group folio is checked out, it cannot be reinstated.
Instructions
1. Click In-House Groups in the Toolbox on the right.
2. Locate the group folio and double-click it to open the preview screen.
3. Click View to open the Group Master Folio.
4. If there is a balance remaining, post the required payment before continuing.
5. In the folio toolbar, click Check Out on the left side of the screen.
6. Select the individual guest folios to include in the check-out, or click Select All to include all eligible folios.
7. Click OK to proceed.
Only guest folios with a zero balance and a departure date matching the group’s check-out date will appear in this list.
8. When the confirmation prompt appears, click Yes to complete the group master folio check-out.
9. After confirming the check-out, a list of rooms that were not checked out previously will appear. If all rooms have already been checked out, the window will still open but will display an empty list.
10. Once confirmed, the group master folio status changes to Checked Out and cannot be reopened.
Unlike individual rooms, Visual Matrix does not prevent the night audit from running if a group master folio still has a balance. A group folio can remain In-House with an outstanding balance until the property settles it and completes the check-out.
Still Need Help With This Topic?
Ask Yourself:
- Are all individual guest folios linked to the group at a zero balance?
- Have you selected the correct group folio and opened the preview screen?
- Did you confirm the checkout process through OK and Yes dialogs?
Support May Ask You:
- What is the group reservation number or group folio number?
- Could you provide a screenshot of the checkout dialog showing the individual guest folios list?
- Did any guest folio show a non-zero balance preventing the group checkout?
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