Stay Information 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.

 

This section details your general information such as the confirmation number for the reservation, its status, and the expected stay dates.

Confirmation Number: This field will contain the confirmation number assigned to the Guest stay when the reservation was created.

This field is required.

Status: This is the status of the Folio. A RESV status will have been assigned once the reservation was completed. You can alter it by entering a different code into the field; use the gray search box next to the field to open a pop up window displaying the codes and their descriptions from which you can select one. this can be useful in case of, for example, cancellation.

Folio Name: Name of this Folio. By default all stays have a main Folio. Splits (see Shares/Splits tab for more information) allow you to set up as many Folios as you would like.

Once a Split has been set up, you can choose which Folio to display on the left side of the screen, and the name will be automatically displayed here.

Projected Balance: This is the amount projected to be owed for the stay.

Stay ID: This number is automatically assigned by Skyware Systems when the reservation is generated or a split is created, and is a unique identifier to the particular Folio.

This field is required.

Arrive on: This lists the expected Arrival date to the expected Departure date, and the number of days the reservation covers, as entered during the set up of the reservation.

It cannot be altered here on this tab, BUT if the reservation is changed (using the Modify Stay button in the tool bar to enter the Reservation screen), after the change has been saved and this screen returned to, it will be reflected here.

Rate: Rate for the first assigned room; if more than one Rate is applicable this is indicated by the presence of an asterisk (*).

Room Type: This refers to the Room Type selected in the reservation; if more than one has been selected this is indicated by the presence of an asterisk (*).

Rooms: This is the total number of rooms currently associated with the reservation.

Room #: If any rooms have already been assigned to this Folio they will be displayed here; otherwise the field will appear blank.

 

If you make any changes here, click the Save button () to save them to the Folio.

 

The Stay Info tab contains the Accommodations section, which appears by default as expanded when the Stay Info tab is open, but may be opened or closed using the arrows on the right end of the section title bar.

Under Accommodations, you can set the number of key cards to be generated, set a late checkout or an express checkout, allow movie rentals, set the phone restrictions, and allow auto-assignment of room numbers, amongst other things.

Guest Type: This is a drop-down menu of available options. The Type should already be specified for a reservation but you may change it here.

This field is required.

Segment: This is a drop-down menu of available options. You may choose one. Guest types can also be linked to Segments types at the segment level's "Parent guest type" field. For example the Guest Type "Group" could be used with the Segment Type "Wedding".

This is a property-defined list that can be used for marketing and reporting purposes. Segment types and origins are used with Guest Types to further define your guests. Individual guest types lead to different segment types.

Origin: This is a drop-down menu of available options. You may choose one. Origins are marketing codes that are located on both the group and individual level that can work together to define your guests and provide you with a meaningful marketing analysis for your property. These may include how a customer found the property, how they booked, or where the guests are coming from.

An Origin code refers to where the business came from (Advertising, Repeat Business, Sales Team, etc). Origin codes are very property specific.

Rate Plan: This shows the previously selected Rate Plan, but may be altered as desired here. This is a drop-down menu of your available options. Be sure to choose a Rate Plan appropriate for the reservation from the available options (your Property may already have a specific one configured).

VIP: This is a drop-down menu of available options. You may choose one or leave this blank. Guests marked as VIPs will be noted as such on Arrivals, Departures and Housekeeping Reports. They are generally used with returning guests.

A guest can be marked as a VIP with the ability to select different types/levels of VIPs when entering a reservation.

These selections available are configured in the Property and System Configuration area of Skyware. See Property and System Configuration Overview for more details. These categories can enable you to track your guests for purposes such as marketing.

Building: This is the building specified for your reservation. Here it is grayed out and unavailable to change. To change it will require using the Reservation screen via the Modify Stay button in the local tool bar.

Key: this button allows you to generate key cards.

To set the number of key cards for the stay:

Using the fields available, enter the number of Adults, Youth, and Children who need keys for the room and click Key. The Key Card Generator screen appears.

.

Fill in the details for the keys you want to assign and click Generate Keys

Suppress Rates?: This box may be checked or unchecked. If it is checked, this means Skyware Systems will hide the rate amount on screens throughout the application (making rates confidential).

Package Plan: This should list the Package, if any, associated with the reservation. This is a drop-down menu of already generated available options you can select from.

Note: Adding a Package using this field will add the selected package to EVERY NIGHT of the Stay. For example, a dinner package - if the stay is 7 nights, the dinner package will be added to each night (meaning 7 dinner packages). If this is not desired, use instead the Packages by Day button to open the Packages screen and select the desired package. You can also click the search icon to be taken to the specific Package for the Folio screen for this Main Folio where you may add a custom package or edit an existing package, including the dates.

If you have an attached package, you can also click the delete button to the right to remove the custom package. (Then you may attach a new one if desired).

Amenities by Day: Click the Amenities by Day button to open the Amenities by Day screen, where you can add amenities to the stay for each specific day in the reservation.

Note: The selections available are configured in the Property and System Configuration area of Skyware Systems. See Property and System Configuration Overview for more details.

Packages by Day: Click the Packages by Day button to open the Packages by Day screen, where you can add packages to the stay for each specific day in the reservation.

Note: The selections available are configured in the Property and System Configuration area of Skyware Systems. See Property and System Configuration Overview for more details.

You may also toggle between these two screens by selecting from the radial buttons - either Amenities or Packages - to display.

Total Package: This is the total Package price. If a package has been attached to the stay, the amount the package will cost is listed here.

Attached Company: This is the Company with a negotiated rate that this stay is attached to .

You can either manually enter the Company information in the field provided, or click the browse icon to open a pop up window listing the Companies available in your Skyware Systems, where you may search for and select the appropriate Company information for this stay.

Travel Agent?: Under Travel Agent, you can set the travel agent who configured the stay.

You can either manually enter the Travel Agent information in the fields provided, or click the browse icon to open a pop up window listing the agents available in your Skyware Systems, where you may search for and select the appropriate travel agent information for this stay.

Pay Commission?: This box may be checked or unchecked. If checked, then the commission from this stay should be paid to the travel agent listed.

Referred by: Did a different Guest refer this Guest to your Property? If so, enter the Guest ID here.

You can either manually enter the Guest ID number in the field provided, or click the browse icon to open a pop up window listing the Guests and their ID numbers available in your Skyware Systems, where you may search for and select the appropriate one.

Late Check-Out?: This box may be checked or unchecked. If checked, then the Group is allowed a late check-out from your Property.

Early Check-In?: This box may be checked or unchecked. If checked, then the Group is allowed an early check-in at your Property.

Express Check-Out?: This box may be checked or unchecked. If checked, then the Group is allowed express check-out (i.e. need not check out at the desk).

Allow Movies?: This box may be checked or unchecked. If checked, then the Group is allowed movie rentals.

Do Not Move: This box may be checked or unchecked. This box should be checked if the reservation should not be moved from the room designated.

No service?: This box may be checked or unchecked. This refers to Housekeeping service; check this for a Room Type that doesn’t get Housekeeping service.

Phone Restriction: This is a drop-down menu of your available choices for phone restrictions, if any are necessary.

Auto Assign Rooms?: This box may be checked or unchecked. If checked, Skyware Systems will automatically assign room numbers to this stay.

KeyWords: Any keywords to be associated with this Folio should be entered here.

Check-In time: If the stay has been assigned a check-in time that is DIFFERENT to your usual check-in time it will be displayed here.

 

If you make any changes here, click the Save button () to save them to the Folio.

 

The Stay Info tab also contains the Payment section, which can be expanded using the arrows on the right end of the section title bar.

Under Payment and Credit Card Information, you can update the payment information for the stay.

Pay Method: A method will have already been selected but you may choose a different one from the drop-down menu of available options if necessary.

This field is required.

Gtd?: This box may be checked or unchecked. If checked, the reservation has been guaranteed.

Send Confirmation?: This box may be checked or unchecked. If checked, a confirmation will be sent for the reservation.

Deposit required?: If a deposit is required, this field should contain the amount.

Due by: This is the Date the deposit is due to be received by.

An individual Main Folio has ONE option for deposit required, with its due date.

Note: A deposit requirement may be completed/edited either here directly on the Folio screen, or using the Payment screen of the Reservation Wizard, accessed from this Folio screen by the Modify Stay button in the tool bar.

 

Tax Exempt: This row of check boxes allows you to select if the reservation is exempt from any of the relevant taxes that are applicable.

City Tax

County tax

State Tax

Federal Tax

Other Tax

Rate Plan Exempt? (Exempt from the recurring charge on the Rate Plan?)

Room Type Exempt? (Exempt from the recurring charge on the Room Type?)

 

A/R Account #: Accounts Receivable Account Number. If this Folio is associated with an A/R account, the number should be entered here. You can use the gray search box to the right of the field to open a pop-up window listing those available and select one.

Authorize: This field is relevant is a credit card is associated with the Folio. This refers to the additional authorization amount (if a credit card exists). By default it is at 0.00.

Calculated Credit Available: The amount shown here includes payments, deposits and uncaptured authorizations.

Total Charges: The amount shown here is the projected amount to be paid.

Unlimited Credit: This box may be checked or unchecked. If checked, the Guest will have unlimited credit provided for the duration of the Stay.

Credit Card Information:

If a Credit Card has been provided with this Folio, the details will appear here for the:

Credit Card Swipe, Credit Card #, CSC (credit card security code), CC expiration (month, year), CC Voice authorization number, and the cardholder name.

 

If you make any changes here, click the Save button () to save them to the Folio.

 

The Stay Info tab lastly contains the Comments section, which can be expanded using the arrows on the right end of the section title bar.

This section contains sections for both comments that will pop up when the reservation is accessed (Pop-up Comments), and comments that will not (Additional Comments (does not pop-up)). Type any comments you wish to keep on the Stay into the relevant section.

 

If you make any changes here, click the Save button () to save them to the Folio.