Reservation Details Drawer and Folio Management

Overview

The Reservation Details drawer is a side panel that provides a comprehensive view of a guest's booking without leaving the current screen. It is designed for efficient navigation through reservation information and performing operational tasks, such as managing folios, adding notes, or reviewing guest documents.

Accessing the Reservation Details Drawer

The drawer can be opened from several primary areas within the PMS:

• NEW Dashboard: Click on the guest name or the reservation number within the Activity section.
• NEW Calendar: Access reservation details directly from the calendar grid.
• NEW Reservations Page: Select the reservation from the results list to trigger the side panel.
• NEW Groups and Events: Access the reservations tab of an event and click on the guest name or the reservation number.
• Reports: When the Enable Hyperlinks setting is active in report configurations, clicking on the Guest Full Name or Reservation Number in Reservations and Financial reports opens the drawer on the same screen.

Navigation and Layout

The drawer is organized into several tabs to help manage different aspects of the stay:

1. Overview: Displays primary booking details, status, and stay dates.
2. Folio: Used for managing financial transactions, payments, and balances.
3. Notes: Centralized area for internal reservation-specific notes.
4. Messages: Contains communication history with the guest.
5. Guest: Manage guest profile information and contact details.
6. Documents: Store and view files related to the reservation.
7. Activity: A log of all changes and actions performed on the reservation.

Managing the Reservation Folio

The Folio tab within the drawer is the primary location for managing a reservation's accounting.

1. Folio Selector and Settings: Switch between multiple folios assigned to the reservation and manage settings for the selected folio.
2. Filters: Narrow down transactions by type (charges/payments) or date range.
3. Transaction List: View all posted and pending items.
4. Row Actions: Click the three dots next to a transaction to view details or perform specific actions.
5. Grouping: Organize the list by transaction date, service date, or user.
6. Add Button: Quickly add payments, products, taxes/fees, or room revenue.
7. Filter button: Open additional filters to narrow down the transaction list.
8. More Actions: Access tools to create invoices, export data, or email the folio.
9. Deposits: View and manage any deposits held for the reservation.
10. Summary Panel: View a financial breakdown of the folio, including items such as Subtotal, Products, Taxes and Fees, Payments, Grand Total, and the current Balance due.

Available Actions in the Folio Tab

From the Folio tab, users can manage reservation-related financial actions without leaving the drawer.

Add to Folio menu

Click the Add button to add new items to the selected folio. Available options include:

• Payment: Add or record a guest payment.
• Products: Add products or services to the folio.
• Tax/fee: Add applicable taxes or fees.
• Room Revenue: Add room revenue to the reservation.
• Adjustment: Adjust existing charges when needed.
• Refund: Add a refund transaction.
• Cancellation fee: Add a cancellation fee.
• No show fee: Add a no-show fee.

Folio configuration and more actions

Users can also access additional folio tools from the icons next to the Add button.

• Change folio Configuration: Manage folio settings and display preferences.
• + Add new folio: Create an additional folio for the reservation to separate charges, payments, or billing responsibilities.
• Existing folios: Select an existing folio to view its transactions, or click the pencil icon to edit the folio name or configuration.

• Create invoice: Create an invoice from the folio.
• Create pro forma invoice: Create a pro forma invoice.
• Generate receipt: Generate a receipt for folio activity.
• Email: Send folio-related documents by email.
• Print: Print the folio.
• Export: Export folio information.

Users can also use the row actions menu next to a transaction to view details or perform transaction-specific actions.

• Void transaction: Void the selected transaction when applicable.
• Allocate payment: Allocate the selected payment to the appropriate charges.
• Generate receipt: Generate a receipt for the selected transaction.
• Manage credit cards: Open the credit card management area for the reservation.
• More folio actions: Access additional folio-related tools.

Folio Summary and Financial Snapshots

The Summary Panel provides a high-level financial overview of the folio, including a breakdown of charges, payments, totals, and the current balance due.

In this area, users can also access the Deposits button and the Currency selector.

• Deposits: View and manage deposits associated with the reservation.
• Currency: Switch the displayed folio amounts to another available currency.

Balance Due Snapshot for Terminal Statuses

For reservations in a terminal status—Cancelled or No-Show—the Summary section includes a view selector dropdown. This allows users to review the booking's value as it existed before the status change.

• Current View: Displays the live accounting-driven values. For cancelled reservations, this often shows 0 as pending transactions are typically cleared.
• Before cancellation/no show: Displays a frozen snapshot of the financial breakdown captured at the moment the reservation was cancelled or marked as a no-show.

When switching to the Before cancellation/no show view, the system displays the following original metrics from the snapshot:

• Original Subtotal
• Original Additional Items total (including itemized list) if applicable
• Original Taxes and Fees
• Original Grand Total
• Balance Due

Accounts Receivable (AR) 

The Accounts Receivable (AR) feature allows you to transfer outstanding balances from a reservation folio to a centralized ledger for tracking and follow-up, typically after check-out.

In the Folio tab, the Accounts receivable button appears in the Summary area when balances from the reservation are linked to one or more AR ledgers. The number in parentheses shows how many AR ledgers are associated with the reservation.

Click the Accounts receivable button to view the linked ledgers. From the list, you can open the related account page or access available actions, such as undoing a transfer when permitted.

Frequently Asked Questions