Groups - Group Folios. Adding and Routing Transactions to Group Folio

1. Open Groups and click on the desired group name

2. Open "Folios" tab

On this page you may:

3. Add folios and edit the folio configuration (only available if you have Split Folio functionality enabled)

4. Use Filter to search for specific transactions

5. Review transactions added to the group folio

6. Add/refund payment to the group folio

7. Add/adjust charge to group folio

8. Move Transactions between the folios (only available if you have Split Folio functionality enabled)

9. Email Group Folio*

Adding or refunding a payment, adding a charge or an item to a group folio is the same process as for a reservation. The only exception is that in this case the transaction will appear in the group folio, and will not belong to any particular reservation.

Example: 

1. On Folio tab click "Add Payment"

2. Fill in the payment details and click "Continue"

3. The transaction appears under the group folio affecting the group's balance due:

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

Check this article to learn more: Groups - Adding a Credit Card to a Group Profile

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 need to select the following options:

1. Route to Group Folio > YES

2. Transaction Types > select the transaction types you want to route from reservations linked to the group

3. (optional) Select the folio configuration (only if Split Folio functionality is enabled)

STEP 2. Create reservation for the group

1. On Group profile click "Reservations" > "Create New reservation"

2. On "New Reservation" page select "Allotment Block".

Fill in the guest details and complete creating the reservation following the standard process

3. The reservation will be created with the selected group profile and allotment block.

4. The transactions which were selected on "Group Profile" page will be automatically routed to the group folio. All routed transactions will be highlighted in yellow:

5. Clicking on 'i'  displays a tooltip that shows where it was routed to.

6. Click "View" to be redirected to the Group page:

To route a transaction to a group folio:

STEP 1. Link Reservation to the Group

1. On Group page open "Reservations" tab and click "Link Existing Reservation"

2. Link the reservation(s)

3. Go to the linked reservation (you may click on its ID under group profile)

4. In reservation folio click "Move transactions" > "Route to group account"

5. Select:

• Route Individual Transactions - if you want to manually select which transactions to route, can be selected by ticking the checkboxes next to transactions
• Route Transaction Type - if you want to route several transactions at once based on their type

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

7. Click "Route transactions" once done:

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

9. Clicking on 'i' displays a tooltip that shows where it was routed from

10. Click "View" to be redirected to Group page:

If you have transactions that were routed from a reservation to Group Folio, the system will not allow you to move those routed transactions between folios in the reservation (this is for you to keep track which folio the transaction was routed from).