Retrieve an Old Group Folio (Cloud) 🎥
After a group has checked out, its folio moves to the archive. If you need to review or adjust charges for a past group stay, you can retrieve the old group folio in Visual Matrix Cloud — provided the record has not been purged. This feature is useful when researching billing questions, posting late adjustments, or printing a copy of a past group invoice.
Path: Front Office > Cashiering > Group Account
Instructions
1. From the Toolbox on the right, click Retrieve Old Folio.
2. Use the available search filters to locate the group folio.
3. Review the results to find the correct folio. Click the correct line to open that folio.
4. Once the folio is open, you can:
- Post a charge, refund, or adjustment.
- Print or email a copy of the folio.
5. When finished, click Close to return to the search screen.
If you post or adjust any transactions, the folio must be returned to a zero balance before closing the window. Leaving a non-zero balance can create discrepancies in daily reports.
Still Need Help With This Topic?
Ask Yourself:
- Did I select Retrieve Old Folio from the Toolbox?
- Did I adjust the arrival date range to match the group’s stay?
- Did I ensure the folio balance is zero after adjustments?
Support May Ask You:
- What is the group name or confirmation number?
- What date range did you use for the search?
- Did you receive any message that the folio was not found or had been purged?
- Did you make any adjustments after retrieving the folio?
Related Articles
Related Articles
Retrieve an Old Guest Folio (Cloud) 🎥
? Watch Video After a guest has checked out, their folio becomes archived. Occasionally, you may need to access that folio — for example, to review past charges, issue a refund, or correct a posting. In Visual Matrix Cloud, you can retrieve a ...Post a Transaction on a Group Folio (Cloud) 🎥
? Watch Video When you manage a group booking in Visual Matrix Cloud, the Group Master Folio collects all charges and payments for the group as a whole. Posting transactions directly to the group folio ensures accurate billing, proper accounting, ...Transfer Guest Charges to a Group Folio (Cloud)
When a guest who belongs to a group reservation has charges posted to their individual folio instead of the group master folio, those charges must be transferred to keep group billing and accounting accurate. This situation often occurs when the ...Check Out a Group Master Folio (Cloud) 🎥
? Watch Video 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 ...Print or Email a Group Folio (Cloud)
After finalising or generating a group folio in Visual Matrix Cloud, you may need to provide it to the client or internal teams either by printing a physical copy or sending it via email. This process helps ensure transparency of charges, supports ...