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© 2026 Aven Hospitality. All rights reserved. |
The Guest Folio page is used to view and edit guest charges, payments, and folios, including those with non-English characters in the guest's details. From this page, you can perform the following tasks:
Contents
Use the printer icon to print a variety of items that might be associated with a folio. When the digital signature capture is enabled, click the Capture Guest Signature button to print the guest signature on the registration card.
Note: Printing a basic folio is not an option when Advanced Folios are enabled for your property.
Use the envelope icon to send a confirmation email or a copy of the folio to the guest email address on file.
Click the envelope icon.
Choose EMAIL FOLIO or EMAIL CONFIRMATION from the drop down.
When emailing a folio, check the boxes beside each folio to be emailed.
Click Add Guest Email to add an additional recipient.
Click Send to email folio or confirmation.
Used to add a folio to the reservation. For example, you can add a folio when you need to have different payment methods for certain types of charges.
Click ADD A FOLIO. New folios display under View a folio.
Set up payment method for folio.
Click Manage Payment Methods.
Click Add New.
Note: You can assign a third party payment method to folios.
Select Payment Method from the drop-down menu.
If a card is selected as the payment method, select the Credit or Debit radio option at the Is this a debit or credit card? prompt.
Click Use Payment Device to swipe the credit card to add the information.
Choose the folio assignment from the Assignment drop-down.
Select the Terminal from the drop-down.
Click Send to Payment Device.
Click Enter Manually to type in the credit card information.
Fill out the required fields.
Click Submit.
Click Manage Payment Methods.
Click Edit.
Note: You can assign a third party payment method to folios.
Modify the Payment Method from the drop-down and edit the appropriate fields.
Use the Manage Routing button to set up routing for the folio.
Click Manage Routing.
Click the appropriate routing code(s).
Enter the guest name to find the guest's account.
Select the appropriate guest.
Select the folio for the charge to route to.
Click the checkbox to Include Past Charges.
Click Route code to route the charge.
Click Done to exit, or click Cancel to exit without setting up routing.
Click Check Voucher from either the Guest Stay Record or the Guest Folio.
On the Check Voucher window enter:
Voucher Number
Last Name
Click Check.
If the voucher is valid, click Redeem to apply the voucher.
If the voucher is in expired or redeemed status and Reinstate has been activated for the property, the voucher can be reactivated by clicking Reinstate.
Displays all credit card activity for a specific reservation or account.
Click Credit Card Log. The Credit Card Log window displays.
Search for a transaction using the Search Log, or narrow down the search results using the Filter drop-down.
| Column | Description |
| Date | Indicates the month, date, year, and time the transaction occurred. |
| CC No. | Indicates the credit card type and last four digits of the card number. |
| Transaction | Indicates the type of transaction. For example, if the transaction is cancelled the transaction type is Void Sale. |
| Amount | Indicates the amount charged for the transaction. |
| Folio | Indicates which guest folio contains the transaction. |
| Active | Indicates the status of the transaction. |
| Approval Code | Indicates the approval code, if required, for the transaction. |
| Invoice | Indicates the invoice number for the transaction. |
| Capture Method | Indicates if the transaction had the Card Present or Card Not Present. |
| Printer Icon | Click to display a PDF of the merchant and cardholder credit card receipts in the user's preferred language. |
Click OK to exit.
You can initiate manual credit card authorization from the Guest Folio page if Allow Authorization Options is enabled (Setup > Property Hub Configuration > Property Settings - Financial) for your property. To authorize a reservation:
Click Authorize.
Note: Invalidreservation statuses include Cancelled, No Show, and Checked Out. Reservations without a valid credit card payment method are excluded from the authorization process, including reservations with a debit card as the primary payment method.
Select the type of authorization:
Authorize up to the total of the first night room and tax charges
- This option is only available for Pre Arrival or Arriving reservation statuses.
Authorize estimated remaining balance of each reservation
Enter an authorization amount
- If selecting this option, you must then enter a value in the Amount field before continuing.
Click Authorize.
Note: After the authorization completes, the Total Authorized Amount displays in the Primary Folio and Folio Summary. You can also view the Credit Card Log for the reservation. For suppressed rate and SUCC guaranteed reservations, the authorization reflects in the No Print folio.
Check-in can be initiated from within the Guest Folio if the individual or group reservation status equals Arriving or Pre-Arrival. The check-in flow will vary from property to property depending on how SynXis Property Hub is configured. Several key action points are completed during check-in such as capturing a physical swipe for the method of payment and room assignment. Upon check-in, the reservation status changes to In-House.
The All Transactions section displays the folios for the guest alongside the method of payment and current balance. You can manage the charges and payments in this section.
If the reservation has a single-use card (SUCC) as the method of payment, a quick-post Charge Single-Use Card option displays.
For reservation folios entries that are older than a year and have been archived, click the retrieve archived data link in the Transactions table.
To view routed transactions that were routed off of the folio, along with information of where it was routed to can be view by using the Show routed-out and MOVED-OUT CHARGES toggle. When active, a checkmark displays beside the option.
Note: Show routed-out and moved-out charges must be enabled to post charges, post payment, manage routing, and manage payment methods on archived folios.
Note: If a Tax Sync (Setup → Property Hub Configuration → Property Settings - Tax Sync) was performed, it is recommended to run a Data Sync before posting charges to reflect the tax changes immediately across the system.
Click Post Charge on the guest folio.
Click the Folio drop-down to post the charge to a specific folio.
Choose a Code from the drop-down.
Enter a charge value in the Amount field.
Click the Add Taxes and Fees checkbox if the charge is NOT to be taxed.
The Description field auto populates, but can be updated to add additional details.
Click Post Charge to post the charge to the folio.
Note: If routing is set up on the folio for the charge, it will automatically route to the appropriate folio.
Click Post Payment to post a payment to the guest folio.
Click the Folio drop-down to post the charge to a specific folio.
Select the Payment Method from the drop-down menu.
If applicable, select the Credit or Debit radio option for Is this a debit card or credit card? prompt.
Select Pay Full Balance to pay the entire balance due, or select Pay Other Amount to enter an alternate amount.
Enter a Description if required.
If applicable, select the Guest consents to charge card immediately checkbox.
Select Post Payment or Send to Payment Device to post payment to guest folio.
Note: Enter Card Manually is disabled for some restricted card types.
Check the box beside transaction(s) to be moved.
Click Move.
Select the radio icon by Within Account to move the charge to a different folio on the same reservation.
Select the folio to move the charge to.
Select the radio button by Other Account to move the charge to a folio on a different reservation.
Search for and select the appropriate guest account.
Click Move to move the charge, or click Cancel to exit without moving the charge.
Click the checkbox beside transaction(s) to be reversed.
Click Reverse.
Provide a reason for the reversal.
Select a reversal option:
Reverse full balance; OR
Reverse other amount
Enter a partial value in the Amount field.
Select the terminal from the Terminal drop-down.
Select to Send to Payment Device button.
Note: A message displays if you attempt to refund an amount greater than was previously charged, or if you attempt to refund the amount to a card to which the original amount was never charged. Manager approval is required for the reversal to post. The reversal option disables if you select a previously reversed transaction or attempt to refund the amount to multiple credit cards. A message displays if you attempt to refund an amount greater than was previously charged to a card or with cash records. Direct bill postings are not able to be reversed unless the payment was un-applied in the AR account.
Check the box beside transaction(s) to be adjusted.
Click Adjust.
Enter the correct Amount.
Check the box to Add Taxes and Fees.
Provide a reason for the adjustment.
Click Adjust to adjust the charge.
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© 2026 Aven Hospitality. All rights reserved. |