Folio Definitions 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.

 

A recurring charge is a charge you want to automatically post (during the night audit) to the Folio with a set frequency (each day, week, or month).  

To set up a recurring charge, click the Add button in the Recurring Charges area.

This will open the Recurring Charges screen.

Posting Type: This is the Posting Type for this recurring charge. This is a drop-down menu of the available options; select one.

This field is required.

Amount: What is the amount of the recurring charge to be? By default this field is 0.00; enter the amount to be charged.

This field is required.

Frequency: This is a drop-down menu of your available frequency options (daily, weekly, or monthly). Select one. By default the first option, daily, is displayed.

This field is required.

Automatically Posted: This box may appear checked or unchecked, but cannot be altered here, it is information only.

Post for all dates -OR-: This box may be checked or unchecked, by default it is checked, meaning the charge will be posted for all dates of the reservation it is attached to. If unchecked, the fields for adding in specific dates will appear.

You can select from the drop-down menus or click on the calendar icon to specify the dates desired.

Click the Save () button in the local tool bar. This will save the recurring charge and add it to the list of charges displayed on the left of the screen.

When you are done adding charges, click the button Stay Record to return to the Guest Folio, where the recurring charge will now be shown.  

The charge will now automatically be charged to the Guest's Folio during the night audit, based on the frequency selected.

Note: Any charges added/displayed may be clicked directly to take you to the Recurring Charges screen for editing, and will have a "delete" button next to them, which allows you to delete them directly from the Folio.

 

Inventory items are items that can be added to a room or stay. Maintenance of the available Inventory Items list is performed through the Housekeeping section of Skyware.

To add an item to the Folio from your Property's inventory, click the Add button in the Inventory Items area.

This will open the Room Inventory Items screen (for the specific Folio).

Inventory Item: This is a drop-down menu of the Inventory Items you have available to add. It also tells you the cost of said item you have available to add.

Select the appropriate item to be added.

This field is required.

Description: This field allows you to add a more detailed description of the Inventory Item. By default it will display the name of the Inventory Item, but you may add to this as desired.

Quantity: Type in how many of the Inventory Item will be provided. By default this is set at 1.

Note: This number should not exceed the number available in your Inventory! If it does, when you attempt to save, Skyware Systems will notify you with a pop-up window, telling you by how many you have exceeded the Inventory total, allowing you to correct the error.

Price: Price of the Inventory Item. This is set automatically from the selection of the Inventory Item, but may be altered manually. If need be, type in the amount the Folio will be charged for each one of the Inventory Item supplied.

To the right will appear the TOTAL amount of the charge (Quantity x Price).

Start Date: Select the Date the Inventory Item will begin to be used.

End Date: Select the Date the Inventory Item will no longer be used.

When finished, click the Save button (). This will save the Inventory Item for the Guest Folio and add it to the list displayed on the left of the screen.

When you are done adding items, click Stay Record to return to the Guest Folio screen.

Note: Any Inventory Items added/displayed may now be clicked directly to take you to the Inventory Items screen for editing, and will have a "delete" button next to them, which allows you to delete them directly from the Folio.

Each stay record, both individual and group, can have an unlimited number of folio "Splits" (set up under the Shares/Splits tab on the Folio screen).

Once additional folios have been set up, they appear in the list located to the left of the main Folio Definitions tab screen.

Using the allocation function along with the configured folios, you can pre-determine what post types (charges) should go to which folio.  

Once the post types have been allocated to and from a particular folio, they appear in the appropriate allocation lists on the Folio Definitions tab.

Note: By default all charges go to the "Main" folio.  

 

Charges Allocated From:

this is the Re-allocation of charges within the Folio.

This refers to sending postings to a Folio other than the Main Folio. See Posting Type Allocation. The Folio in question MUST have at least one split, other than the Main Folio, for this to be possible.

Each Stay record can have an unlimited number of Folio "splits" (set up under the Shares/Splits tab of a stay).  Once additional Folios have been set up, you can pre-determine what post types (charges) should go to which folio.  By default you will always have a "Main" Folio.

To send new postings to a Folio other than the Main Folio:

From the Folio list on the left, select the folio you want the charges to be routed TO (For example, Folio#2).

This will open the Folio screen for your selected Folio.

Now click on the Show Add Posting Types button in the Charges allocated from section of the tab.

(Note: This section will later display where the charge you are currently allocating has been taken from).

The Posting Type Allocation screen will open, showing the Folio to Allocate TO displayed at the top (the one currently open).

Below that is the Select Posting Types to Allocate section: You need to select what should be allocated from the one folio to the other. There is a list of the Post Types you have set up at your Property.

Use the checkboxes to identify which post types you want to be automatically charged to the folio you are currently viewing (the one you originally opened the folio for). You can use the Select Department drop-down list to filter the posting list by department, and/or the Select All button to select all post types in the Department you are viewing.

Once all the relevant post types to re-allocate have been selected, click the orange Save () button. The charges will be automatically charged to the folio you are currently in (the one you originally opened the screen from). This will be indicated by the red "Posting Type(s) have been allocated!" that appears at the top of the Allocation screen.

Note: You may also select the dates the charge will be allocated; after you have checked the relevant box and clicked save, the date range will appear for the charge. By default this spans the entire reservation, but you may alter this here.

Click the orange button <<Back to Stay to display the Folio screen once more.

Once the Post Types have been allocated from a particular Folio Split, they appear in the appropriate allocation lists on the Folio Definitions tab.

If you allocate a charge to a particular Folio Split, it will display in the Charges Allocated from section of the Folio Definitions tab screen for that split.

(In our example, the fishing charges now allocated to Folio #2 came FROM the Main Folio).

Note: In the OTHER Folio Split it will display in the Charges Allocated TO section, with details of where it was sent to.

 

Charges Allocated To:

This section shows if any Posting Types have been allocated from the Folio Split currently being displayed on screen, and the details of where the charges have been moved to. Again, ONLY if the Folio has at least one split will anything be shown here. By default all charges go to the Main Folio. Only if a charge has been moved away from the Main Folio will this section have any entries.

 

Note: To REMOVE an allocated charge you will need to return to the Posting Type Allocation screen and de-select the particular Posting Type (by un- checking the box next to it). After saving and returning to the Folio screen as before, you will now see that the posting type is no longer displayed in the Charges Allocated from Section.