Guest Accounts
Use a Stored Card for Payment (Cloud)
When posting a credit card payment in a reservation, you don’t need to re-enter the guest’s card details or use the pinpad each time. If the card has already been added or previously used, it can be quickly selected from the list of saved ...
Post a Credit Card Payment on a Folio (Cloud)
When a guest’s credit card is authorized and you’re ready to apply payment to their stay, you use this procedure in Visual Matrix Cloud. Posting a credit card payment marks the amount as captured and prevents further adjustments. Ensuring you follow ...
Voiding a Cash Payment Posted by a Different User
In busy front-desk operations, it’s common for one cashier to post a cash payment and another to void or refund it later — often because the original user’s shift ended, or the payment was recorded in error. This article explains how the system ...
Locate In-House Guests (Cloud)
When you are managing front-office operations in Visual Matrix Cloud, having quick access to your list of in-house guests is essential for check-in/out workflows, room assignment changes, folio review or incident handling. This article shows you ...
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 ...
Refund a Transferred Advance Deposit (7T)
Once an advance deposit has been transferred to a guest folio (transaction code 7T), it becomes part of the guest ledger. If that deposit needs to be refunded—for example, due to a cancellation or payment error—you can’t void the 7T directly without ...
Refund or Void a Payment (Cloud)
Knowing when to refund and when to void a payment is key to keeping your folios accurate and your reports balanced. While both actions correct payment errors, they work differently in Visual Matrix depending on when the transaction is processed and ...
Void Tax on a Guest/Group Folio (Cloud)
Taxes in Visual Matrix are automatically posted as secondary transactions when a taxable charge—like Room and Tax or a taxable Miscellaneous item—is recorded. Because of this link, you cannot void or edit a tax line directly. This article explains ...
Check out a Room/Folio with a Balance
When you try to check out a guest and see that the folio still has a balance, it’s important to first identify whether it’s a debit balance (the guest owes money) or a credit balance (the guest has overpaid). Once you know the type, you can take the ...
Post a Card Refund on a Folio (Cloud)
When a guest payment or charge needs to be reversed — for example, a credit card payment processed in error or a guest deposit needing a refund — the refund process in Visual Matrix Cloud allows you to post the refund to the guest’s folio. Always use ...
Void a Charge/Payment in a Folio (Cloud) 🎥
? Watch Video Sometimes a transaction posted to a folio is incorrect or posted in error — in such cases, you’ll use the Void function to remove it cleanly. Only primary charges can be voided individually; any related secondary postings (such as tax, ...
View Transfer Charges Between Guests' Folios (Cloud) 🎥
? Watch Video When charges or payments are transferred from one folio to another, you can use the View XFERS button to see where those items were sent. This feature provides an easy way to review all transactions that originated from the current ...
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 ...
Split a Charge in a Guest Folio (Cloud) 🎥
? Watch Video When a single expense needs to be divided—such as when roommates share a room and choose to split costs—the Split Charge function in Visual Matrix Cloud lets you divide one line-item into up to four separate portions. This article ...
Reinstate a Checked Out Guest Folio (Cloud) 🎥
? Watch Video Occasionally you may need to reinstate a guest folio that was recently checked-out — for example, if a guest returns to the room on the same day. This process is only available if the folio was checked out today and the room has not ...
Print or Email a Guest Folio (Cloud) 🎥
? Watch Video After a guest’s stay (or at any time while folio access is permitted), you can generate a physical or emailed copy of the guest folio for record-keeping, guest review, or accounting. This article shows how to print or email a guest ...
Post a Charge/Payment on a Guest Folio (Cloud) 🎥
? Watch Video A guest folio tracks all charges and payments for a guest’s stay. While the system automatically posts room charges during night audit, you may need to manually post extra charges or payments on the folio — for example, room services, ...
Post Room and Tax on a Guest Folio (Cloud) 🎥
? Watch Video Room and tax are normally posted automatically during the night audit as the guest’s nightly charge. However, there are times when you may need to post them manually — either to process the nightly charge before the audit runs or to ...
Check Out a Guest Folio (Cloud) 🎥
? Watch Video Checking out a guest finalizes their stay — you’ll ensure all charges are settled, payments are posted, and the folio is closed smoothly. Use this process to avoid open balances or accounting issues at departure. Path: Front Office > ...
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 ...