Folio Preview, Printing and Sending

Now that you have seen the folios and learned how to work with them, next, we will examine the preview and printing options. Clock PMS+ offers a wide range of print views regardless of whether the folio is still open or closed.

Print preview

To select the folio preview mode, follow these steps:

• Open the folio and click the "printer" icon button;
• A folio print preview will load depending on the standard setup defined in the Folio print settings;
• The green eye icon button allows you to change the view of the folio, as you have the following options:
  • To select the printout language (1) - on the list, you will be suggested all languages added to Languages;

    Note: By default, the print view of the booking folio will be generated in the language selected in the profile of the main guest of the booking. If there is no language selected in the profile of the guest or there is no such language added in the translations, the folio will be shown in the default language selected in Languages.

  • Charge Details (2) - you can change the folio printout view. Select the respective option and see the folio view. More details about all views can be found in Folio Printouts and Charge Template Grouping Options;
  • Template (3) - here you can choose a custom folio view template (if any configured already)  ;
  • Guest List (5) - an additional supplement to the folio printout providing a list of the guests related to a given folio. It includes the guests for all bookings having at least one charge in the folio. Each guest is represented with their names, stay and check-in room.

• To print the form loaded on the screen, simply click the print button in the upper right angle.

Single row folio

Apart from the different detail level views of the folio, we have also provided the option to print the folio in a fully compact view - Single row (4). The option enables you to add the text on your own that will be used for summarising all services. The text serves as a description of the charge in the print form.  You can add/correct it regardless if the folio is still open or already closed. See more details about Single row folio.

If a summarising text is already added, but you would like to once again use some of the detailed views, simply remove the text the same way you added it.

Printing multiple folios

Apart from printing each folio individually, you can print multiple folios at once. We have provided two options to this end:

Mass booking folio printing

The option is applicable for a list of bookings. You can select the bookings through one of the familiar screens like Arrivals, Departures, In Hotel, Search Booking and Bookings - Advanced Search. Follow these steps:

• Upon loading the bookings on the respective screen, click the 'Select Multiple' button (not applicable to the Bookings - Advanced Search screen);
• Select the lines of the bookings;
• Click Folios->Client Folio Preview button.

A format for the printing of all folios (open and closed) of the selected bookings will be generated.  

Mass printing of closed folios

We have provided an option for the easy printing of all folios closed within a certain period. Follow these steps:

• From the Navigation bar, select Reports->All Reports;
• From the 'Finance and Statistics' group, select the 'Closed Folios in Print Format' report;
• Enter the period in which the folios were closed and generate the report;

Folio emailing

When emailing a folio, please note that the customer receives a link to the folio, the view to be loaded is determined the following way:

• Open folio -  the client will see the view mode last selected when reviewing the folio;
• Closed folio - the client will see the view mode selected during the folio closing;

Here is how to send the email:

• Open the folio and select the "envelope" icon button;
• Choose the email language (6), select the respective template (7) intended for the folio sending and proceed through the "Next" (8) button;
• At the next step, confirm the email recipient (9). The system will automatically suggest choosing between the email of the Contact person/Main guest of the booking and the Billing to of the folio. You also have the option to enter another email of your choosing;
• Confirm the email sending through the 'Send' button (10).