Managing folios

An invoice that has not yet been invoiced is known as a ‘folio’, or pro-forma invoice. A reservation can contain multiple folios, especially if the travelling party consists of a large group of guests who all want separate bills. It is important that the multiple folios are managed correctly. Charges may easily be moved from one guest folio to another, or change the billing contact with the click of a button.

Create and manage folios

You might need to set up accounts for separate guests within the same reservation, or move a charge from one guest to another if they were incorrectly charged. Another frequent scenario is where the agent is billed for the accommodation and the guest is billed separately for all other Extra charges, such as transfers and activities.

Take a look at the video tutorial below which explains how different folios can be created, charged, and managed when adding extra charges or merely by selecting the ‘Manage Folios’ button on the Folios/Invoices or Details tab.

A booking with multiple invoicing units

If your properties span different invoicing units, i.e. a different set of accounts for each property, multiple invoices are automatically opened, for the right invoicing unit, in a booking. Take a look at this video tutorial to see how easy it is to work with this powerful ResRequest feature.

Day Visitor folios

Many of the smaller lodges create a single reservation to include all day visitor bookings for e.g. a week or a month. Instead of having to create a new reservation each time a day visitor arrives, the reservationist would simply create a separate folio for each day visitor. The visitors can then be billed separately, and the daily cash-up can be balanced to the folios on the ‘Day Visitor’ reservation.

NOTE: The folio date will be set according to the default setting, which is either the arrival date or departure date of the reservation. You can either specify a particular invoice date when generating an invoice, or if you prefer the folio to remain on the default invoice date, you can use the document show/hide option to display the service date of the extra.

A similar method could be used for Staff Accounts, depending on your internal processes.

For information on invoicing folio management see the Invoicing and Multi-folio/multi currency/exchange rates tutorials.