Shares and Splits tab

Select Modify Folio from the Action Bar

OR

Click Modify Folio from the Registration section of the Full Menu.

Currently the screen has no (Stay Information) Folios displayed. There are various options for you to select from.

Note: The default setting for the screen is to have the In-House option box checked. If the Folio you wish to search is in this group, you need only click the <<Press to Search>> link to activate the search.

Depending on the folio you are looking for, use the checkboxes across the top to generate a list of the types of Folios indicated.

 

From the search results, click the row of the Folio you want to view or modify.

If the Folio does not yet have any Shares or you wish to add another (you may have multiple shares), you can click on the gray button "Add a Share to this Stay".

This will open the Select/Create a Guest to Add as a Share screen.

This screen has two sections, the top section titled Previous Guest may be used if the guest to be added has previously stayed with your Property and therefore is already in your database. See also Searching for Guests.

This section allows you to search for a guest within your system using the fields Last Name, First Name, Company, Phone, Guest ID, City, or State.

Click the <<Press to Search>> link located below the text boxes to activate the search.

Note: Clicking the <<Press to Search>> link on arrival at the search screen is a fast way to display all possible results without editing the search parameters. However, as Skyware Systems displays only the first 200 matches to a search, it is recommended that if your system contains more than 200 guest records you should enter information into at least one of the search fields.

If using guest name, you may choose to use the first few letters of the name, it is suggested you enter the (at minimum) first three letters of the guest’s last name and if you have it the first initial as well. Do not search using the whole name as it may be too specific. For example, if the name has been entered incorrectly, you may get no results even though you DO HAVE a record for said guest.

Clicking on the guest entry will automatically open the Rate Definition screen, allowing you to specify the amount of the charge to be applied to each of the Folios you now have sharing the room.

If you do NOT have the Guest Account Information, you will need to complete at minimum the required (red) fields in the New Guest section (in the lower part) of this screen.

Skyware Systems will always require the LAST NAME, FIRST NAME and GUEST TYPE to be completed. SEGMENT TYPE (and/or Origin) may also be required.

Required fields vary between Properties, and you should check what your Property requires.

Any additional information you have (such as address, phone number or email) for the guest should be added here; you may also click on the orange button "Advanced Profile" to enter further information there.

Clicking the orange button "Finish" will automatically open the Rate Definition screen for the selected Guest, allowing you to specify the amount of the charge to be applied to each of the Folios you now have sharing the room.

Once in the Rate Definition screen, you will see that the Rate is being charged per night to the original Folio; the new share will show as -0- in the fields for the rates below each Date. You can choose the amount each guest folio will be charged and enter it into the relevant fields (for example, perhaps one guest will be paying for the first night and another guest for a second night, or one guest is only going to pay the additional occupancy charge).

You may also choose to Share the Rate equally by using the Share Rate Definition section.

Enter the Rate to be shared in the field, then click the orange button for the desired action - either "Set Rate for all Selected Folios" (which will set the Rate for each Folio as what you entered in the field) or "Split Rate by # of Selected Folios" (which will divide the Rate you entered in the field by the number of Folios).

For example: You enter 260.00 in the Rate field. Choosing the "Set Rate for all Selected Folios" button will mean EACH selected folio will be charged $260.00 for each night of the stay, whereas choosing the "Split Rate by # of Selected Folios" button will mean the two selected folios will each be charged $130.00.

 

Once you have specified the Rates on this screen, you may return you to the Folio screen, by clicking the orange button "Stay Screen >>" at the top of the screen. This will open the Folio screen FOR THE SHARE, where the original guest folio will be seen in the Share section of the Shares and Splits tab.

You may click on the (original guest) name there to open the original Folio you created the share in. The Shares and Splits tab for that folio will now list the shared folio. Again, you may click on the name to open the shared folio (allowing you to toggle between the separate folios in the share).

Note: On the Nights tab, where you can view each night of the Reservation, it will now show the SHARED rate amount (i.e. the amount you entered for this folio to be responsible for).

Once a Share has been added to a Stay, it will appear in the Share section and a new button will appear below the section. This gray button is the "Un-Share this Stay" button, and is effectively the delete button for the Share.

Note: If you have MULTIPLE shares at this point, ALL shares will be removed, not just one, when clicking this button.

Clicking the "Un-Share this Stay" button will take you to the Quick Reservation screen for the Stay, with the details already completed from the Folio you arrived from (NOT the Shared folio in the Share section).

After checking that the details are correct (i.e. you should ensure that the guest you are removing from the stay IS the guest that you intended to remove, and that the one listed here on the Reservation screen is NOT the one intended to be removed) you should click the orange "Finish" button.

This will open a pop-up window reminding you to reset the Rates for the stay.

Once you click the "OK" button, Skyware Systems will open the Rates Definition screen once more, allowing you to edit the room rates as necessary.

Note: Now the Folio for the Share(s) that you have removed will NOT be available to edit here.

Once you have specified the Rates on this screen, (returned the Rates to the non-shared amount), you may return you to the Folio screen, by clicking the orange button "Stay Screen >>" at the top of the screen.

This will open the Main Folio screen, where you will see when opening the Shares and Splits tab that the Share has been removed, and when opening the Nights tab that the Rate has been adjusted back.

Adding a Split to a guest Folio is an easy way to separate charges for multiple payment methods. For example, Many times a corporate guest will have the room charges direct billed to their company, but be responsible for any incidental charges they accrue. Having a Folio split ensures that the different posting types for each of the charges can be assigned to the correct split, making it easy to enable the correct payment occurs.

If the Folio does not yet have any Splits (i.e. only the Main Folio currently) or you wish to add another, you can click on the gray button "Add a Split to this Stay".

This will IMMEDIATELY add a Split, generating a new entry on the left and changing the Folio display details on the right to those of the new Split.

Each Folio added will be labeled numerically (Folio #2, Folio #3 etc) and assigned a unique Stay ID.

Each Folio entry may be clicked on the left and it will appear as an Individual Folio displayed on the right.

Once a Split has been set up, you can route charges (Post Types) to automatically go to a specific folio (versus the main folio) by setting up a Folio Definition on the Folio Def tab.

Note: These charges are still routed to the same GUEST, unlike in a Share where the charges are distributed to multiple guests.

If you wish to delete a Folio Split that has been added, you should click the Delete button in the local tool bar of the Split Folio.

A pop-up window asking if you are sure will appear.

You will need to click the "OK" button to delete the Split. This will remove the Folio Split from both the listing on the left, and the Split section of the tab. It will also return you to the Main Folio screen for this Stay.

You CANNOT delete the Main Folio (as such there is no delete button in the tool bar for the Main Folio screen, only a back button that allows you to undo any change made to the Folio).