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

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

The folio looks similar to reservation folio: from here you can add payment or refund, add charge or item. You can also route transactions from existing reservations to group folio which will recalculate the balance, or set up automatic routing of transactions to the group folio once a reservation in the group is created.

Group Folio Overview

"Folios" Tab in 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*

* When clicking on Email Folio, the user will see a modal with some parameters. If there are more than 1 contact created in the Group Profile - the email form will be pre-filled with the first one and will allow the user to edit.

To email the Groups folio to multiple emails at once, you must simply add a coma (,) between them

Adding New Transactions to Group Folio

Adding Payment, Refund, Charge, Item from "Group Folio" tab

When you add new transactions to the group folio from "Folios" tab - they will appear in folio as not linked to any specific reservation, but will still belong to the group.

If you want to route a transaction from a reservation to the group folio - see section "Routing Transactions from Reservations to Group Folio" below

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:

Under "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:

Adding Payment from "Credit Card" tab

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

Routing Transactions from Reservations to 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 group)

-All existing pending transactions, for which routing is setup, 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 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)

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

STEP 2. Create reservation for the group

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

Note: 

- you can also create a new reservation from the Calendar or Reservations page

- when creating a new reservation within a Group Profile, you will need to select a corresponding Allotment Block

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:

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

Manual Routing of Transactions to Group Folio

It's only possible to route transactions to group folio if the reservation is linked to the group

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:

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

Please note that the transactions which are routed to the group folio will now affect the group's balance due and will no longer affect the reservation's balance due.

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

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).

In case you would like to move unrouted transaction to a different folio, move the transactions individually or select a transaction type that does not include routed transactions. Please see how to move transactions between folios

Frequently Asked Questions

Error: "You must move all the transactions to a different folio prior to deletion"

You can get the mentioned error when trying to delete a folio that has pending routed transactions.

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This way we are protecting users from deleting important data from the system. Please, move all the pending routed transactions to a different folio first, and then you will be able to delete this folio.

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

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