4.3 Folio Transactions

a. Posting (Charge Processing)

To add a charge or adjust the amount on a room or folio, select Posting from within the room or folio.

• In the window that opens, select the charge type for the account and fill in the other fields to complete the transaction.

• If a minus sign is placed before the amount during posting, the amount will be deducted from the guest’s balance.

• If a currency other than TL is selected, the Description field becomes inactive to allow entry of the exchange rate.

*** The “Paid Out” account, used for services provided to the guest externally, is VAT-free and the same amount is automatically deducted from the cashier. It must not be used for refunds.

POSTING ACCOUNT NAME	DESCRIPTION
001 - Room Rates	It is the accommodation fee. It is automatically posted daily during the audit. It can be used if needed to adjust the balance.
002 - Extra Room	These are secondary accommodation charges (e.g., early check-in, late check-out, extra bed, additional guest, etc.).
003 - No Show	This is the penalty fee for a no-show reservation.
005 - Day Use	This is the accommodation fee for a guest checking in and out on the same day.
008 - Room Free	It is used to enter the portion of the guest’s stay that is free of charge.
009 - Room Discount	The entered amount is deducted from the accommodation fee.
010 - Currency Differences	It is used for balance adjustments resulting from exchange rate differences.
099 - Paid Out	Charges paid on behalf of the guest.

b. Payment (Entering a Collection)

Payments received from the guest are entered into the room or folio account by clicking the Payment button. In the window that opens, select how the payment was made in the Account Name field, fill out the form, and save.

For a refund, select the account from which the payment is returned and enter a minus sign before the amount.

***If the folio balance is to be transferred to the city ledger, the Payment Type must be set to City Ledger, and the reservation must be linked to a company. When these conditions are met, the Account Name in the Payment button will display 122-City Ledger (Credit Stay). Using this account, the desired amount can be posted to the city ledger.

c. How to Perform Posting Transfer and Cancellation Transactions?

All postings and payments are accumulated in the bottom-right section of the folio. By right-clicking, you can perform Cancel, Reverse, Split, Transfer, and other transactions.

d. What Is a Desk Folio and How Is It Created?

Desk Folio: A folio type that can be opened for a desired guest or company, remain active for any length of time, and be used for any purpose. In other words, you can create this folio whenever and for whatever purpose you need.

A desk folio is opened using the “Open New Desk Folio” button located under active folios and is listed on this screen.

When the date entered in the closing section arrives, the folio must either be extended or checked out; otherwise, an error will occur at the end of the day. To modify an opened desk folio (e.g., change the closing date, correct company information), go to the folio from Active Folios and use the Edit option.

Desk folios can also be opened by clicking the New Folio button on the Posting Transfer screen. This allows you to transfer selected postings from the existing folio to the new folio without leaving the current folio.