Standard Folio - how to create and search

Modified on: Wed, 7 Feb, 2024 at 3:02 PM

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Having familiarised ourselves with the main folio details, now we will examine the most commonly used type - a standard folio. You will understand how to create and what the easiest way is to find a folio.

Booking Folio

With the creation of each booking, a standard folio is automatically created for it where the services of the rate selected in the booking are posted. The folio is an open one and you can reflect extra services and payments in it. If in a given moment, the folio is closed at a certain point, a new standard folio can be opened, if needed. It can happen automatically or manually:

  • Automatically - the system always opens a folio, if charges are to be reflected in the booking, but all its folios are closed or voided at this moment.
  • Manually - you can manually add a new folio to a booking at any moment. Simply find the booking and open it. Go to the 'Rate and Folios' section and select the 'Add Folio' (1) button. The folio will be created and added to the list of the rest booking folios.

'Rate and Folios' Section

In this section, apart from being able to add new folios, you can also find all booking folios regardless of their status. In the row of each folio, we have info of the amount of the posted services and the folio balance. At the end of the row you will find quick buttons to register new charges (2), payments (3), and initiate card transactions (4) if you use a payment processor in the folio, as well as a button to directly close the folio from here (6). Through the 'Open' (5) button you will open it for review where all of the rest of folio operations are available. 

Company Folio

Company folios are created in connection with the Company Folio. They are usually designed to summarise the accommodation services in the bookings of a company. Similar to booking folios, they can be created automatically and manually. Due to the specific purpose of each such folio, these folios are most often created manually. Here is how to add a company folio:

  • Find a company and open it for review, using the navigation menu Company->Search Company;
  • Go to the Folios->Open Folios section;
  • Use the 'Add Folio' (7) button to add a new standard folio. The system creates the folio and opens it for review, so that you can start working with it straight away.

Folios Section

The section is divided into groups depending on the folio type. Apart from being able to create new folios, here you can also find a list of all open folios to access and work with them. More details about company folios can be found by clicking the 'All Folios and details' (8) button. For more info on company folios, see HERE.

Event Folio

Events are a separate element in Clock PMS+, for which you can create related folios. Similar to the previous two types, they can be created automatically and manually. Here is how to add a new standard event folio:

  • Find the event and open it for review. The easiest way to do this is from the navigation menu selecting Event->Search-Event;
  • Go to the 'Folios' section. To create a standard folio, use the 'Add Folio' button (9);
  • The folio will be created and added to a list.

Folios Section

Apart from being able to add new event folios, here is the place where you can find and access all its folios to edit them. In the row of each folio, you have info of the amount of the charged services and the folio balance. At the end of the row, you will find quick buttons to register new charges (10), payments (11), and initiate card transactions (12) if you use a payment processor in the folio, as well as an Open (13) button to review the folio. 

Non-Resident Folios

Non-resident folios are created only manually. Use them in the events when you need to charge services and issue a document to a person that is not a hotel guest and does not fall in any of the already examined categories. To add a folio:

  • From the navigation menu, select Other Functionalities->Non-Resident Folios;
  • Use the 'Add Folio' (14) button to create a new standard folio;
  • The system will create a new folio and open it for review, so that you can start working with it straight away.

On this screen, you will find a list of open non-resident folios.

Folio Fast Search

Now you already know that one of the quick ways to find a given folio is to access the related element the folio has been created for and review the list of its folios. We have developed instruments enabling you to find a one folio in the system, regardless of its type and status. It is enough to know one of its attributes: folio number, document number (if issued such) or the data of its recipient. Follow the steps :

  • From the navigation menu, select Other Functionalities->Folio Fast Search;
  • Enter search criteria and use the magnifier icon (15) to run the search;
  • If the search is successful, you will see a link to the folio to access it. 

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