In this article, we will examine what the possible operations are that can be performed with open and closed folios. To execute any of the operations listed below, you will first need to open the folio for review.
Folio/Document Void
The Void (3) operation is both possible for open and already closed folios. As a result, the whole folio with all its charges is voided. To confirm the operation, you are required to enter a void reason.
In case the folio also contains payments, you have the option to select if the payments are to be also voided. If you decide to keep them, you need to select an open folio for the system to move them to. The moved payments keep all of their details related to the payment registration - date, payment type, transaction data (if the payment is registered through a payment processor). Here is how to do it:
The void of the closed folio leads to the void of the issued document.
Important: The Void operation for the folio is controlled through the PMS+ right->Folio: Void.
Re-Open a closed folio
The 'Re-Open' (1) feature is only applicable to closed folios. It combines several operations to ease the process of correcting the wrongly issued documents:
- Creates a new folio by copying all details of the old folio;
- Copies all charges from the old folio;
- Moves the payments from the old folio to the new one. On the movement of the payments, all details of their registration - date, payment type, transaction data (of the payments registered through the payment processor);
- Voids the old folio/issued document.
Upon the completion of the feature operations, you have an folio identical to the old one, but having a different number and 'Open' status. You can correct its details and content, and then close it.
Important: The Re-Open functionality is controlled by the following right: PMS->Folio: Void.
Full correction of a document
The Full correction (2) operation is available only for closed folios. The result of its use is the creation of a correction folio in addition to the original one. The correction folio contains all charges of the closed folio, but having a negative quantity. You cannot add or correct the charges being created with the correction. The only thing required of you is to confirm its creation. The system issues the respective credit document. If after the 'Full correction' operation, the main folio is unbalanced, add a negative payment for the respective amount.
Important: The Full correction operation is controlled through the PMS right->Folio: Create Correction Folio.
Partial correction folios/documents
The partial correction folio feature is only applicable to closed standard folios. You can access it through the 'Corrections' (5) button. It provides you with the option to create a correction folio containing a correction to only part of the charges included in the main folio. You can correct the quantity or the price of each of the charges. Depending on the change direction (increase or decrease), the system issues the respective debit or credit document.
More info on how to use the feature can be found in Issue of Partial Correction Documents.
Important: The Partial corrections feature is controlled through the following PMS right->Folio: Create Correction Folio.
Duplicate folio
The Duplicate (4) feature is available for open, closed and voided folios. It is applicable for standard folios. The result of its use is the creation of a new open folio containing all charges of the original folio (the payments in the folio ARE NOT duplicated).
Example: Here are some examples in which this feature is useful:
- Void of a mistaken document that needs to be reissued - by duplicating the voided folio, you will very quickly create a new correct document without having to add all charges again;
- Full correction of a document - similarly, if you need to create the document again, the Duplicate folio feature will speed up the process for folios with multiple charges.