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How to Check-Out a Reservation with Multiple Folios for One Guest

In this article we will show a scenario for a reservation where one guest would like their charges to appear on different bills. For example, perhaps a guest needs their Room Charges to appear on one folio so they can claim the charges at work but need their incidental charges to appear on a separate folio as they are responsible for paying these charges on their own.

In the below example, Mr. MacPhail has requested that his Room Charges appear on one folio, Phone Calls on another Folio and their Spa Charges on a third folio. If not done so already, use the “Move” function to move the transactions to the appropriate folio (if you are unsure of how to move a transaction, please see the How to Move a Posting to a Different Folio Number Within the Same Reservation.  Once all charges have been moved to their appropriate folio, use the Check-Out button (or select the F6 function key) to proceed with the checkout.

The checkout screen will appear showing Mr. MacPhail’s charges split into multiple folios.

If you were to check out the folio right now, what would happen is that the full payment for $261.90 would post onto Folio 1. Since you do not want that to happen, your first step will be to uncheck the boxes in the very last column over for Folio 2 and Folio 3 (as we will check-out Folio 1 first)

Now that you have identified that you would only like to check-out Folio 1, you can see that the Balance reflected below that is going to be settled is $108.90, which is the balance for Folio 1.

Once you have selected the folio that you would like to pay (by placing a checkmark in the very last column) and in which folio you would like to place the payment (by checking the box under Post Pmt Here) use the Code pull down menu to select the payment method.

NOTE: If the reservation was guaranteed with a Credit Card, that Credit Card information will be defaulted into the Payment Method area.

If the default Payment Method is correct, proceed with the checkout by selecting the Check Out button below. If the default Payment Method is different, use the Code drop down menu to select the proper method of payment and then select the Check-Out button to proceed with the checkout.

NOTE: Be sure to enter the correct payment information based on the payment code selected. For example: If you selected Visa, ensure to enter the credit card number, expiry date and card holder name.

NOTE: Be sure to enter the correct payment information based on the payment code selected. For example: If you selected Visa, ensure to enter the credit card number, expiry date and card holder name.

Once the folio has been settled it will disappear from the checkout list.

Proceed to check out the next folio, ensure the last checkbox over is only checked for Folio 2. Select the Check Out button to proceed with checking out Folio 2.

Finally, proceed to checkout the remaining folio. If a different method of payment is being used to settle folio 2 remember to enter the payment information prior to selecting Check-Out

Once all folios have been settled, a message will appear telling you that the reservation was successfully checked out.

The reservation will now appear under the Checked Out view screen and if we were to look at the Folio tab we would see three separate payments, one for each folio.

When printing the Guest Folio, you will have an option to print:

  • 0 – All Folios, which will show all charges combined together on one bill
  • 1 – Shane MacPhail, which will show all charges that were posted to folio 1
  • 2 – Shane MacPhail, which will show all charges that were posted to folio 2
  • 3 – Shane MacPhail, which will show all charges that were posted to folio 3

Example of 0 – All Folios:

Example of 1 – Shane MacPhail (displaying only charges on Folio 1)