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This text refers to program version 8.5  

Guest Accounts (Folios)

A Guest Account (also known as a "Folio") is a list of the charges incurred by a Guest during the course of a Reservation. The charges on a Guest Account will include Room charges, Package Items, Repetitive Items and any other Items purchased by the Guest.

Every Guest that you list in a Reservation (on the 'Guest' card) will automatically be given their own Guest Account. If the Customer in a Reservation is not one of the Guests, they will also be given a Guest Account automatically, as will the Agent.

You can add charges to a Guest Account at any time during the life of a Reservation, including before check-in (but not after check-out). This allows you to create an Invoice for the full Room charge in advance of checking in if necessary. Please refer to the Adding and Managing Items on Guest Accounts (Folio Items) page for details about adding charges to Guest Accounts.

Before being able to check a Reservation out, you will need to create Invoices for each Guest Account that is not empty. Please refer here for full details about this process.

Take care if you will be issuing Down Payment Invoices. The Customer in the Down Payment Invoice will be the Agent in the Reservation (if you clicked or tapped in the Agent field before creating the Down Payment) or the Customer in the Reservation or, if there is no Customer, the first Guest listed on the 'Guest' card (otherwise). As the value of a Down Payment Invoice will be deducted from the final Invoice, be sure to assign the charges to the correct Guest Account(s) before creating the final Invoice(s), so that the Down Payment value will be correctly and fully deducted.

You can check the contents of the Guest Accounts in a Reservation at any time, by opening the Reservation and pressing the [Show Account] button. This will print a Show Account report to screen. When you first create a Reservation and before you have added any charges to the Guest Accounts, the Show Account report will simply list the Guest Accounts:

In this example, Ethel Jennings is both the Customer in the Reservation and the first Guest listed on the 'Guest' card, while Robert Jennings is the second Guest.

As you add charges to the Guest Accounts, they will be included in the Show Account report:

In this case, the Room charges and the daily newspapers have been added to Ethel Jennings' Guest Account by the daily running of the 'Nightly Maintenance' Maintenance function (the daily newspaper is a Package Item), and the bottle of champagne has been added to Robert Jennings' Guest Account using the 'Add Items' function. Before checking out, it will be necessary to create two Invoices, one for each Guest Account.

After invoicing, the charges will be removed from the Show Account report, to be replaced by details of the Invoice(s):

You can drill down from the Invoice Numbers when you need to print the Invoices and mark them as OK (you will also be able to open the Invoices through the Link Manager in the Reservation).

If you need the Show Account report only to include a single Guest Account, click (Windows/macOS) or tap (iOS/Android) in the Agent or Customer field or in one of the rows on the 'Guest' card before pressing the [Show Account] button. The report will then only include the Guest Account of the Agent, Customer or selected Guest respectively.

If you need to prevent any users from being able to use the [Show Account] button, assign them to an Access Group in which you have denied access to the 'Reservation: Display Account' Action.

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The Reservation register in Standard ERP:

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