Post to Folio

 

Select Post to Folio from the Quick Menu;

OR

OR

Select Post to Folio from the Cashier section of the Full Menu.

 

Selecting Post to Folio will open the Select Guest to add a Posting screen.

Currently the screen has no (Stay Information) Folios displayed. There are various options for you to select from. The default setting for the screen is to have the In-House option box checked. If the guest folio you wish to search for is in this group, you need only click the <<Press to Search>> link to activate the search.

Note: If the list provided is very large, use the search fields below your selection options to enter information and limit the search results. See Searching for Guests/Groups for more details. When entering information into the search fields, you do NOT need to hit return or enter - if you do so, this is the equivalent of clicking the <<Press to Search>> link and will generate the search.

From the search results, click the row of the guest Folio to which you want to post.

This will open the Posting Screen and Statement screen for the folio.

(There may only be one option here).

Select the Folio (the system will default to the Main Folio).

You can select a document to be the default statement for this Folio. The default option is the default statement, set in the Property Definitions section. There is a drop-down menu of other documents to choose from. If the document you desire is not available, you can configure one for your property. See How To Create or Customize Your Documents for further details. You can choose to print or email (if an email address has been attached to the guest) the statement to the guest. The Check-Out button is there to check-out a guest at the end of their stay. You can click the button to check the guest out if it is the end of their stay. Once the balance is zero, check out that folio by clicking Check Out.

Click the Print button to review and print a copy of the guests statement.  The statement will just show the charges not the actual corrections, adjustments, and transfers.

The Check-Out button is there to check-out a guest at the end of their stay. You can click the button to check the guest out if it is the end of their stay. Once the balance is zero, check out that folio by clicking Check Out.

If multiple folios are associated with this guest, you will also have buttons allowing you to print ALL folios (not just the selected one) and check out ALL folios.

 

This includes the department the charge was generated from, the type of posting, and the actual amount. Post charges to the folio by entering posting information and clicking Post Amount.

OR

Department: This is a drop-down menu of options. These can include options such as Gift shop, Spa, or Tax. Select one or leave as the default -ALL-. Posting departments are a means of reducing the extremely large potential list of posting types into more manageable groupings. Selecting a department will limit the available posting types to those associated with the specific department only.

Note: The following Post Departments come standard with your Skyware Systems system at install: Room, Tax, Payment, and Deposit. You can alter these or add others for your property in the Property and System Configuration area. See Property and System Configuration Overview for more details.

Type: Posting Types or Posting Codes are used to post charges to guests or group folio accounts. These can include options such as massage, room charge, or parking, as well as payment types such as cash, check or credit card options.

Note: The Skyware PMS System comes standard with a room charge (post type 100 which cannot be deleted), taxes, and deposit and payment post types (payment and deposit types must be separate for reporting purposes). Unlimited additional post types can be added. You can alter these or add others for your property in the Property and System Configuration area. See Property and System Configuration Overview for more details.

Amount: This is the amount of the charge or credit posted to the Folio.

Manager's adjustment: If this button is clicked, you will get the option to select either normal, credit or charge for the amount shown. If you post a Manager's adjustment it will either add a charge (positive amount on the guest's folio) or a credit (negative amount on the guests folio) to the statement, altering the Folio balance due. Using normal will post as a charge or a credit depending on the default set up for the posting type. The Manager's Adjustment allows you (provided you have rights to do so) to adjust and take off a specific amount to a particular posting type. For example if the guest had several banquet charges and you wanted to adjust off a flat amount of "Banquet Food" without selecting an original posting to adjust from, use the Manager's Adjustment feature.

To make a Managers Adjustment, click the Managers Adjustment button, select the Post Type that you wish to make the manager adjustment against, enter the amount, check whether it is a Credit (negative amount on the guests folio) or a Charge (positive amount on the guests folio), enter a reference and comment and click the Post Amount button.

You will be required to enter your passcode that has been set up at your property.

The Manager's adjustment feature can also be used to post to a closed folio, for example a historical or canceled folio.

Reference: This will be based on your Property's standard operating procedures (SOPs). A reference could be for example a Check Number. The reference will be printed on the guest receipt, and cannot be changed once posted.

A/R Acct #: Accounts/Receivable. This is a direct billing account. This may also sometimes be called a City ledger (C/L). Use this if the stay is being billed directly to a Company. If posting to one, enter the number in the field or the search icon may be used to open up a pop-up window containing all the available Accounts and allow you to select the appropriate one.

Comment: This will be based on your Property's standard operating procedures (SOPs). This may be anything you wish or left blank. The comment will be printed on the guest receipt, and cannot be changed once posted.

Quick ID *: For Properties using the Quick ID, this is required for any posting types displaying an asterisk (*). These will typically be payments or deposits.

PassCode #: Some areas and/or functions within Skyware Systems can be protected, requiring a passcode be entered before they may be used or altered. You must enter your passcode to be able to make a manager's adjustment.

Click the Post Amount button, which will post the amount to the statement.

Note: When posting a CREDIT CARD payment or refund, clicking the Post Amount button will first open the Credit Card Transaction screen, which allows you to complete the details of the credit card and submit the credit card transaction request before the amount will be posted.

OR

Click the Print Statement button to review and print a copy of the guest's statement. The statement will just show the postings, adjustments and transfers, but will not show corrections (corrected postings).

Click the Email Statement button to email a copy of the statement to the guest email on file.

The statement is also displayed in the third section, directly below this section.

 

This lists in a table form all the postings associated with the Folio selected. The postings are listed by Date posted, oldest first. By default, the "Normal Posting Grid" form of the Postings statement is shown, but you may select a different view if desired. There are three main types of postings seen when viewing the Postings Statement section. "New" means this was the first time a posting was made. A "correction" is a change done on the same day as the original posting, whereas any changes made to a postings on a date different than the original posting will be considered "adjustments". Other possible types that may be seen include "Package" or "Xfr" (transfer).

Note: Not all postings may be shown. In some cases, the posting listed is NOT an individual posting type, but one made up of several posting types grouped together into a package. This is shown with the word "Package" in the Type column. The package posting can be expanded to show all the postings within the package using the Show Posting Detail check box.

 

There are several possible categories which may contain information if it was included in the posting (for example if a comment was added, or an A/R account used), but not all are essential and several may appear blank or may not be shown depending on your chosen statement view.

Posting Date: The date the posting was created. The postings are listed by Date posted.

Description: This is the option selected from Posting Type.

Reference: This is information entered in the reference field of the Enter Posting Information section.

Amount: The amount posted.

Type: This is in reference to why the posting was made. "New" means this was the first time a Posting was made in reference to this charge. A "Correction" is done on the same day as the original posting. Any changes made to a postings on a date different than the original posting will be considered "Adjustments".

To change the amount of a posting, click the Correct or Adjust button next to the posting you wish to change, add the correct amount along with a comment and click the Post Correction button.  The posting along with the taxes that are associated with that posting will be adjusted to the correct amount.

See How to make a posting correction or adjustment for more details.

The last column is a little different. This is called Suppress. This column of the table in the Postings Statement section allows you to decide if you wish to suppress the line item from printing; this means this posting item will NOT appear on the printed or email copies of the statement. (This may alter the balance on the printed statement). This column contains a check box if the posting may be suppressed (you may need to expand the posting detail view to see the check box). The check box may be checked or unchecked. For a new posting, the check box is by default not checked. If you performed a posting correction, it will be automatically suppressed for you. If you performed an adjustment, if you wish to suppress the adjustment from printing you will need to manually check the suppress box.

 

If you wish to see a different view of the Postings Statement, several are available. These are referred to as "Grids" and a drop-down list of the different possible grids appears above the Statement for you to choose from.

It should be noted that all statement views other than the default "Normal Posting Grid" are VIEW ONLY so cannot be used to post corrections, suppress a posting or select all the postings for transfer to another folio (section four of the Posting Screen and Statement screen becomes completely unavailable), and custom grids may not include all postings.

 

When using the Normal Posting Grid view of the Posting Statement, above the Statements table there is a button called "Select All for Transfer".

If clicked ALL postings listed in the displayed statement will be selected, for use in Section Four, the Transfer section, where you may select a folio to transfer to.

 

Postings may be transferred from one guest or folio to another. Any postings which may be transferred will have a check box in the Posting Statements table (section three) under the asterisk (*), between the Posting Date column and the Description column. Once transferred, the system will list the posting type as "Xfr" for "transfer" and show who the transfer went to/came from in the "Who" area.

Note: Above the Statements table there is a button called "Select All for Transfer". If clicked ALL postings possible to transfer listed in the displayed statement will be selected.

To transfer postings from one guest or folio to another, select the postings in the Posting Statement section that you wish to transfer, check the (Select Folio to Transfer to) Another Guest radial button in section four to allow a transfer to be performed, enter the Reason for Transfer (type in why the postings are being transferred) and click the "Transfer Selected Postings" button. This will take you to the Select Folio to Transfer to page where you can search for the appropriate guest and select the guest's stay/folio that you wish to transfer the postings to.

Clicking on the guest will initiate the transfer.

Note: If the guest has more than one folio (will be shown in section one) and you wish to transfer charges from one folio to another, the folio numbers or name will appear in the transfer section, as well as the Another Guest radial button. Select the appropriate postings, click the folio to transfer the postings to and click Transfer Selected Postings.

 

Transfer postings to another folio using the Transfer Selected Postings button. Transfer all or partial balances by clicking the Transfer Balance button and (if needed change the amount and) click OK.