The Modify Folio command allows you to modify the stay record for a Guest. You may search for and select the stay record of the Guest that you wish to change. The system opens the selected Stay Information record and allows you to modify it as needed.
Select Modify Folio from the Action Bar
Note: In the NEW look for Skyware, the Action Bar appears slightly different but retains the Modify Folio button.
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Click Modify Folio from the Registration section of the Full Menu.
To reach the Registration area:
Click the icon on the left for the Full menu.
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This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.
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The section on the top left here is the Registration section.
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Click on Modify Folio.
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When you select Modify Folio, the Select Folio screen will open.
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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 for 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.
You can select from:
In-House: Folios of Guests who are currently occupying your property.
Reservations : Folios of Guests who are not currently occupying your property but have a reservation to do so.
Groups (In-house): Folios of Guests from a group booking that are currently occupying your property.
Groups (Reservations): Folios of Guests from a group booking that are not currently occupying your property but have a reservation to do so.
Cancellations: Any Folios from Reservations made that have subsequently been canceled.
History: Any Folios for stays that have already taken place.
No Shows: Any Folios from Reservations made that never took place but were not officially canceled.
Wait List: Any Folios from Reservations made that were placed on the Wait List for some reason (for example the Guest requested a King bed, or a Group rate, that was not currently available).
Note: You DO NOT have to click <<Press to Search>>, checking any box will automatically display the list of Folios.
Note: Clicking the small "All" button will automatically select all possible options AND display the search results.
Note: In the NEW look for Skyware, the screen functionality has been changed slightly, in that the screen does NOT automatically update after changing any of the folio type options. A search icon has been added to the end of the list of options.
When using the NEW look, this icon should be clicked to update and display the list of Folios. This allows you to select multiple options at once, rather than having the screen update every time different options are selected.
If the list of folios provided is very large, use the search fields to enter information and limit the search results. See Searching for Guests/Groups for more details.
Then click the <<Press to Search>> link. This will display the results below the <<Press to Search>> link, with a list of how many Folios were retrieved, and the option to display the list in a new window.
Note: Again, there is slightly different functionality between the different Skyware looks. When entering information into the search fields you do NOT need to hit return or enter - if you do so, if you are using any of the older Skyware looks, this is the equivalent of clicking the <<Press to Search>> link and will generate the search. With the NEW look, pressing return or enter has no effect. You will need to click the <<Press to Search>> link to generate the results list.
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You may organize the search results alphabetically or numerically by field category entry, by clicking on the field category title. Field categories include:
confirmation number, last name, first name, room type, room number, number of rooms, rate plan, status, arrival date, departure date, balance, booking name, phone number, attached company, city, state, origin code, key words, guest ID and stay ID.
Note: Information is also shown on the guest status, and the presence of an electronic guest signature on file is indicated by the appearance of the electronic signature icon (see Tool Bar Icons for more details) however the results may not be searched by these.
From the search results, click the row of the Folio you want to view or modify.
The selected Folio will open.
When a guest or group Folio is open, the default tab that appears is the Stay Info tab. This tab allows you to manage basic guest information. There is a toolbar across the top of the screen containing command buttons that provide access to the available functionality. Hovering the mouse over each button will show a tool-tip containing the name of that button.
The tool bar icons across the top of the Folio screen provide the following functionality:
In addition, you can use the different tabs on the Folio screen to view or access the following:
From the selected Folio you can click on the Modify Stay button in the toolbar of the screen to go to the Reservation page where you can modify the stay records. Also see Check-In with Reservation for further information. If you need it, use the Wizard to walk through the reservation and modify the stay record (including dates, rate type, packages, room type, room numbers, guest, guarantee, and deposit information). See Advanced Check-In (Check-In Wizard).
When the changes have been made, click Finish to apply them to the selected reservation. The Stay Information screen (Folio) reappears with the updated information.
Date Updated March 19, 2024