Set Up Group Incidental Folio (Cloud)
Just like individual room reservations, group bookings can use a dedicated Incidental Folio to separate charges for extras (meals, supplies, services) from room and tax charges. Creating a group incidental folio keeps accounting cleaner, improves charge transparency, and simplifies reporting. Below are instructions to assign an incidental folio (sub-folio) to a group in VM Cloud.
Path: Front Office > Group > Search > Open the Group.
Instructions
1. On the right side of the screen, click Group Accounts from the available options.
2. On the Main (A) folio, use the Type drop-down and change it to Room and Tax. This ensures the main folio handles room and tax charges only.
3. On one of the Sub folios (B, C, or D), open its Type drop-down and select Incidental.
Use the incidental folio for extras like meals, audio/visual services, or group services. Keep room/tax separately for clarity.
Still Need Help With This Topic?
Ask Yourself:
- Is the group record open and correct?
- Do I have permission to modify folio types?
- Is the sub folio currently unused or free of charges?
- Have charges already been posted to the sub folios that would conflict?
Support May Ask You:
- Which group (name or ID) are you working on?
- Which sub folio (B, C, or D) did you select for incidental?
- Did you get any error or warning when changing the folio type?
- Can you provide a screenshot of the Group Accounts folio type menu?