Transfer Charges From a Group Folio to a Guest Folio (Cloud)
When a charge has been posted to a Group Master Folio that actually belongs to an individual guest, it can be transferred to the guest’s folio without needing to repost it manually. This process ensures that each guest’s folio reflects the correct billing while maintaining accurate accounting for the group. The transfer is especially useful if the Guarantee Type or billing setup for the group changes after check-in.
Path: Front Office > Cashiering > Group Account
Both the Group Folio and the Guest Folio must be in Checked-In status for this process to work.
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. Check the Detail box to display all transaction line items.
Selecting Detail expands the folio view to display every individual transaction line and shows where each charge originated. This helps you identify which charge needs to be transferred and where it will be sent.
4. Click to highlight the line item that needs to be transferred.
Only primary charges—such as Room Revenue—can be transferred. Secondary postings, like taxes or automatic fees, are linked to their primary charge and cannot be transferred on their own.
5. Click Send to move the selected charge to the appropriate Guest Folio.
Still Need Help With This Topic?
Ask Yourself:
- Did I open the correct Group Folio and check the Detail box?
- Did I select the correct primary charge to transfer?
- Are both the Group Folio and the Guest Folio in checked-in status?
Support May Ask You:
- What is the Group Name or Group Reservation Number?
- Which Guest Folio (room number and letter) did you transfer the charge to?
- Was the Send button available, or did it appear disabled?
- What transaction code was transferred?
Related Articles
Related Articles
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 ...Adjust a Charge in a 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 ...Transfer a Charge Between Guests' Folios (Cloud) 🎥
? Watch Video When a charge has been posted to the wrong folio—whether due to billing errors, guest changes, or special requests—you can transfer it between guest folios using the Visual Matrix Cloud system. This ensures each guest is responsible ...