How to use folios

WHEN DO YOU NEED TO USE A FOLIO?

You can create a folio when a company pays for the stay/whole booking of the guest. After a period (weekly/monthly) you can bundle all the invoices and send them to the company.

HOW TO CREATE A FOLIO?

1/ Go to Administration > Invoices and receipts > Folios

2/ Create a folio

3/ Add a contact/company via the  button

HOW TO TRANSFER AN AMOUNT TO A FOLIO?

Go to the booking details 

On booking level:

1. Go to the administration part and click on edit:

Choose whether you want to transfer the stays/supplements to the folio. You can still edit or delete elements. Click on transfer:

2. Choose a folio name and check rooms (if there are multiple rooms booked)/supplements/nights you want to transfer to the folio. In this example we will transfer the stays. Once the items are transferred the balance of the stays in the booking will turn into zero:

On room level:

1. If there are multiple rooms booked in one reservation you can choose to transfer on room level. Edit the invoice on room level:

2. You can follow the same steps as on booking level.

HOW TO SEND A FOLIO TO THE COMPANY?

1. Go to Administration > Invoices and receipts > Folios

2. Open the folio . The amounts transferred to the folio will appear. You can still edit the invoices . 

3. If you are ready to invoice click on 'generate invoice':

4. If there are multiple bookings transferred to the folio you can choose to put all the bookings on one invoice or you can create separate invoices:

5/ Click on 'save/edit PDF'

All PDF files are saved in the folio. 

HOW TO REGISTER A PAYMENT ON THE FOLIO?

1. Go to Administration > Invoices and receipts > invoices

2. Search for the invoice

3. Create a new payment

4. Save and close

HOW TO TRANSFER A PAYMENT TO THE FOLIO?

In case you already registered the payment in the booking instead of linking the payment to the invoice you will create in the folio you can still transfer the payment to the folio.

To transfer the payment click on the arrow next to the payment:

The payment will be marked in light grey:

Be aware that you can not see the payment in the folio itself, but you can select the payment once you create the invoice:

You can undo the transfer of the payment by clicking on the arrow again and remove the folio: