**Understanding the Guest Folio (Cloud)

**Understanding the Guest Folio (Cloud)


The guest folio provides a complete record of all charges, payments, and balances associated with a reservation. Understanding how to read the detailed folio helps ensure accuracy when reviewing transactions, resolving discrepancies, and communicating charges clearly to guests.

Understanding the Folio Layout

The folio is organized into sections that display guest information, transaction details, and financial totals.
Property and Folio Header
Located at the top of the folio, this section displays the property’s branding and contact information.
  1. Property name, address, and contact details
  2. Property logo
  3. Date and time the folio was generated
  4. Custom Folio Heading text (if configured)
This section is controlled by your Folio Heading settings.
Guest and Reservation Information
This section identifies the guest and key stay details.
  1. Guest name and address
  2. Phone number
  3. Company and/or travel agent address (if applicable)
  4. Room number
  5. Confirmation (reservation) number
  6. Arrival and departure dates
  7. Room type and number of guests
  8. Payment method and masked account number
This information confirms the folio is tied to the correct reservation.
Transaction Details
This is the main section of the folio and displays all financial activity.
Columns include:
  1. Posting Date: When the transaction was applied
  2. AcctCode: Internal account code for the charge
  3. Description: Type of charge or payment
  4. From/Reference: Additional details when applicable
  5. Amount: Charge or payment amount
This section includes:
  1. Room charges
  2. Taxes and fees
  3. Incidental charges (such as coffee or other services)
  4. Adjustments and payments
Transactions are listed in chronological order, allowing you to track activity throughout the stay.
Totals and Balance
Located below the transaction list, this section summarizes the financial outcome of the stay.
  1. Balance Due: Final amount owed for the stay
  2. Converted Currency Total (if enabled): Displays the total in a secondary currency
A folio must return to a $0.00 balance to be fully settled.
Folio Footer and Agreement
This section appears below the totals and includes:
  1. Legal or policy text
  2. Payment responsibility disclaimers
  3. Custom Folio Footer content
This section is controlled by your Folio Footer settings.
Signature Area
At the bottom of the folio:
  1. Guest signature line
  2. Branding or ownership statement
The signature line is system-defined and cannot be removed.
The branding or ownership statement can be customized or left blank based on your folio settings.
Summary Page (Optional)
If the Include Folio Summary option is enabled, an additional summary page is added at the end of the folio.
This page provides a simplified, grouped view of charges:
  1. Charges are grouped by account code and description
  2. Credits (payments) are grouped separately
  3. Total Charges and Total Credits are displayed
  4. The final balance is shown at the bottom
The summary page does not replace the detailed folio. The full transaction history always appears first, followed by this summarized view.
Warning
Important Notes
  1. Detailed Transactions Always Display: The detailed transaction section is always included and cannot be removed from the folio.
  2. Balance Requirement: Folios must return to a $0.00 balance before the stay can be fully completed.
  3. Summary is Optional: The summary page is only included when enabled and is always shown after the detailed transactions.

Folio Example




Folio Summary Example



Still Need Help With This Topic?

Ask Yourself:
  1. Am I reviewing the correct reservation?
  2. Do the charges and payments match what I expect?
  3. Is there a remaining balance that needs to be resolved?
Support May Ask You:
  1. What discrepancy are you seeing on the folio?
  2. Which transaction appears incorrect?
  3. What is the current folio balance?
  1. Guest Folio Settings and Customization (Cloud)
  2. Editing Guest Folio Text and Layout (Cloud)
  3. Adding a Local Currency Total to Guest Folios (Cloud)
  4. FAQ - Management / Forms (PMS)

    • Related Articles

    • **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, ...

    • Editing Guest Folio Text and Layout (Cloud)

      Guest folios are one of the most visible documents your property shares with guests, making them an important part of your branding and communication. Customizing the folio layout lets you control what appears at the top and bottom, and within the ...

    • Adjust Charge in Guest Folio (Cloud) 🎥

      ? Watch Video Every so often, a guest folio charge needs to be corrected — maybe a posting was entered incorrectly, or a guest received a special discount after check-in. The Visual Matrix Cloud PMS makes it easy to adjust charges directly in the ...

    • Group Estimated Balance Explained (Cloud)

      The Group Estimated Balance provides a financial snapshot of a group reservation — showing the projected balance based on room revenue, taxes, and payments or deposits applied to the group. Understanding how this value is calculated helps ensure ...

    • 5.Operator Transactions – Pre-Audit (Cloud) 🎥

      ? Watch Video The Operator Transactions report displays all transactions posted by each operator for the current business date. This includes payments, refunds, room charges, taxes, and other revenue postings recorded throughout the day. Although ...