Retrieve an Old Individual Folio (Cloud | Video)

Retrieve an Old Individual Folio (Cloud | Video)


This article references the Cloud Version, for the Desktop Version, click HERE
To explore more on this topic at Visual Matrix University, click HERE


Visual Matrix offers the ability to search and open, modify, email and print a folio that has been checked out on a previous date. 
To retrieve an old folio navigate to Front Office > Cashiering > Guest Account

Retrieve Old Folio

Select Retrieve Old Folio from the Toolbox Menu in the top right. 
The Retrieve Old Folio window will populate where you can enter search parameters. 

- Search Options allows you to search based on City Ledger, Confirmation Number (local), Credit Card number (last 4 digits), Guest Last Name, Room Number, and Central Res Confirmation Number. 
- Modify the Arrival Date range that the guest would have checked in using the From and To calendars. The arrival date range only looks at when a reservation arrived and is not based on the arrival AND departure. 
- The Search Field will either be a drop-down menu or a text entry field based on the Search Option selected. For example, if searching by Confirmation number, type the confirmation into the Search Field. 
- Click Refresh
- Folios that match the search parameters in place will display in the preview window. 
- The Preview Window shows the folio's arrival/departure date, the local confirmation number, the room number, the folio (A, B, C, or D), the guest's name, the group's name if one was attached, and the method of payment. 
- Double click to view into a folio.
- You can post a charge, adjust a post, refund the guest, charge the guest, print and email a copy of any checked out folio. 
- Once done, select Close at the bottom. 




All Search Field options require the arrival date range to be modified to effectively search the system for the correct folio. Confirmation and Central Res confirmation do not require the arrival date to be specified, as they bypass that field and search the database for confirmation numbers.
If the folio was adjusted, any charges posted or if any were voided the folio must be brought back to a zero balance before you can leave the screen. 

Tutorial Video




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