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Group Folios

Gabriela Garcia
Updated

Overview

In the Group Folio, you can easily handle transactions that the company is responsible for.

The folio looks similar to the reservation folio. You can add payments, refund charges, or items from here. Additionally, you can transfer transactions from existing reservations to the group folio, which will update the balance. You can also set up transactions to be automatically routed to the group folio when a reservation is created within the group or unroute transactions from existing reservations.

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Group Folio navigation

  1. From the Menu Main menu.png, go to Groups Groups icon.png
  2. Click on the hyperlinked Name to open the group profile
  3. Go to the Folios tab
  4. You can Filter the list by clicking Apply after using the following fields:
    1. Res #, Room #, Guest Name: Leave the field blank to see a complete list of all your group profiles.
    2. From and To
    3. Time
    4. Description: Select all Transaction Types or choose any of the options in the drop-down
    5. Group by: Choose any of the options: None, User, Date, Room, Guest name, Res # or Description
    6. Sub-group by: This filter will be available if you select Group by any option that is not NONE
    7. Transactions: Posted or Pending

On this page, you may:

  1. Add folios and edit the folio configuration (only available if you have Split Folio functionality enabled)
  2. Review transactions added to the group folio
  3. Add/Refund Payment to the group folio
  4. Add/Adjust Charge to the group folio
  5. Move Transactions between the folios (only available if you have Split Folio functionality enabled)
  6. Click Actions to Email Folio

  • When you click Email Folio, the system will open a drawer on the right for you to select which folios you want to send and add the guest email.
  • If more than one contact is created in the Group Profile, the email form will be filled with the first one and will allow you to edit (if needed).
  • To email the group folio to multiple emails at once, you must simply add a coma (,) between them.

Group Folio transactions

Add new transactions to a Group Folio

Adding Payment, Refund, Charge, and Item from the Group Folio tab

Adding Payment, Refund, Charge, and Item from the Group Folio tab is the same process as for regular (non-group) reservations. The only exception is that, in this case, the transaction will appear in the Group Folio but won’t be linked to any particular reservation.

  • Under the Routed from column, you will see the group code, which means that the transaction belongs to the group and was not routed from the specific reservation.
  • If you want to route a transaction from a reservation to the group folio, see the Route transactions from reservations to a Group Folio section below.

Adding Payment from the Credit Card tab

You can add a payment to the group folio from the Credit Card tab in the group profile if you have Payment Processing enabled.

Check the section Credit card transactions in Group Profiles in this article to learn how to add credit card details and payments to groups.

Route transactions from reservations to a Group Folio

Setup Automatic Routing of Transactions to Group Folio

 When linking a reservation to a Group Profile that has auto-routing enabled, you may expect the following:

  • Already posted transactions will remain posted to the reservation (will not be moved or routed to the group).
  • All existing pending transactions for which routing is set up will be routed to the Group folio.

To set up automatic routing of transactions to a group folio, you need to:

Step 1 - Setup Routing Transactions in Group Profile settings

When creating or editing a group profile, you must select the following options:

  1. Go to the Group Profile tab and click the pencil icon to edit
  2. In the section Route to Group Folio, select Yes
  3. Select the Transaction Types you want to route from reservations linked to the group
  4. (Optional) Select the Reservation Folio Configuration (only if Split Folio functionality is enabled)
  5. Click Save

 If you have an existing group profile with the option Route to Group Folio --> No, and you change it to Yes, all existing pending transactions will be auto-routed to the group folio and vice versa. All existing posted transactions won’t be auto-routed or unrouted. The same applies if you are changing the selection of transaction types.

Step 2 - Create a reservation for the group

  1. From the Reservations tab of the desired Group profile, click +Add Reservation, and select Create and Add New Reservation.

  1. On the New Reservation page, select Allotment Block. Follow the standard steps to create the reservation. 

  1. After its creation, you will be prompted to the Reservation Details page. The reservation will be created with the selected Group Profile and Allotment Block.
  2. The transactions that were selected on the Group Profile page (Step 1) will be automatically routed to the Group Folio and highlighted in yellow:

  1. When you click on the 'i' icon, a tooltip will appear, showing where the transaction was routed.
  2. Click View to be redirected to the Group page.

 The same transactions will appear on the Group Folio page, also with the 'i' icon; clicking on it displays a tooltip that shows where the transaction was routed from, and clicking View redirects back to the Reservation.

Manual Routing of Transactions to Group Folio

 Transactions can only be routed to the Group Folio if the reservation is linked to the Group Profile.

  1. Link the Reservation to the Group Profile (see how to link existing reservations to a Group in this article).
  2. On the Group Profile’s Reservation tab, click on the ID of the linked reservation.

  1. In the Reservation folio, click Move Transactions and choose Route to group account.

  1. Select one of the two options:

a. Route individual transactions: if you want to manually select which transactions to route by ticking the checkboxes next to transactions.

b. Route Transaction Type: if you want to route several transactions at once based on their type.

  1. (optional) Select to which folio the transactions should be moved (only available if split folio is enabled)

  1. Click Route Transactions

  1. The routed transactions will be highlighted in yellow on the reservation folio:

  1. When you click on the 'i' icon, a tooltip will appear showing where the transaction was routed.
  2. Click View to be redirected to the Group page.

 The same transactions will appear on the Group Folio page, also with the 'i' icon; clicking on it displays a tooltip that shows where the transaction was routed from, and clicking View redirects back to the Reservation.

 Transactions routed to the group folio now impact the Group's folio balance due, not the reservation's balance due.

Unroute transactions from a Group Folio

  1. Open the Group Profile’s Folio tab; all routed transactions will be highlighted in yellow.

 When you click on the 'i' icon, a tooltip will appear showing where the transaction was routed. Click View to be redirected to that Reservation’s page. In the example below, the transaction was transferred from Nino's reservation.

  1. Find the desired transaction, click the gear icon, and select Unroute.

 Once unrouted, the Group and Reservation folios will be updated; the transaction will be visible only on the Reservation folio and no longer on the Group Folio.

 Unrouted Transactions will no longer be included in the Group folio's balance due and will be added to the Reservation's balance due.

FAQ

Why can't I move transactions between folios inside the reservation?

When transactions are moved from a Reservation Folio to a Group Folio, the system will prevent you from transferring these transactions between folios in the Reservation. This is for you to keep track of the folio from which the transaction was routed.

 If you would like to move unrouted transactions to a different folio, move the transactions individually or select a transaction type that does not include routed transactions. Please refer to this article: Manage Split Folio in reservation.

When should I use the unroute option?

There could be several reasons for unrouting transactions. The most common ones include:

  • Accidentally routing a transaction to the group folio and wanting to unroute it back to the reservation.
  • A guest is paying for one of the nights on their own, and the transaction needs to be removed from the group folio.

 When you unroute a transaction, the balances of the Group and Reservation folios will be updated; the transaction will be visible only on the Reservation folio and no longer on the Group Folio.

How do I print a folio from the Group Profile page?

  1. On the Group Profile page, click Actions and select Print Folio
  2. The system opens a drawer on the right of the screen for you to select which folios you want to print
  3. Select all or choose a specific folio, and click Continue to open a window for selecting your printer and printing the document

  • When you print folios, the logic for displaying transactions is the following:
  1. The system will display transactions in date order, starting with the most recent.
  2. The totals shown at the end will include all transactions from the selected folio(s).

  • On the folio, aside from the transactions list, you can see the following details:
      1. Group name
      2. Group code
      3. Group status
      4. Contact details (business email, work phone, and complete address)

Error: “You must move all the transactions to a different folio prior to deletion.”

You will encounter the following error when attempting to delete a folio with pending routed transactions:

This prevents you from inadvertently deleting important data from the system. Please ensure that all pending routed transactions are moved to a different folio before attempting to delete it.

 Check the following article for more details on Moving Transactions between Folios.

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