House Account Folio

In the House Accounts page, you can view, add, and manage payments and charges.

Navigate to Front Office → House Accounts. 

Add a folio

1. Click Add a Folio.

2. Set up payment method for folio.

3. Click Post.

4. Open or join a bank. The payment posts to the folio.

View the credit card log for the reservation

1. Click Credit Card Log. The Credit Card Log window displays.

2. 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.

3. Click OK to exit.

Print a folio

1. Click the printer icon.

2. Choose the item to print. Options are:

   1. Registration Card

   2. Credit Card Authorization Form

   3. Basic Registration Card

   4. Basic Folio
      Note: Printing a basic folio is not an option when Advanced Folios are enabled for your property.

   5. Folio (Default)
      Note: You can select non-default folios from the Print menu if Advanced Folios are enabled.

Email a folio

1. Click the email icon.

2. Select the folio to email from the drop-down menu. The Email Folio window displays.

Note: You can select non-default folios from the Email Folio menu if Advanced Folios are enabled.

3. Enter the guest's emails.

4. Click Add Guest Email to add another guest email, if needed.

5. Select the checkbox by the folio type to send.

6. Click Send.

All transactions section

Post a Charge

1. Click Post Charges/Payment on the guest folio.

2. Choose a code from the Charge Code drop-down.

3. Enter the charge amount in the Amount field.

4. Click the Add Taxes and Fees checkbox if the charge is to NOT be taxed.

5. The Description field auto-populates but can be updated to add additional details.

6. Click Post to post the charge to the folio, or click Cancel to cancel the posting.

Note: If routing is set up on the folio for the charge, it will automatically route to the appropriate folio.

Post a payment

1. Click Post Charges / Payment to post a payment to the guest folio.

2. Select the payment amount:

   1. Pay Primary Folio balance 

   2. Pay other amount

3. Select Payment Method from the drop-down menu.

   1. If a card is selected as the payment method:

      1. Select the Credit or Debit radio option at the Is this a debit or credit card? prompt.

      2. Click the Select Terminal drop-down menu to choose a terminal.

      3. Select Enter Card Manually or Send to Payment Device.
         Note: Enter Card Manually is disabled for some restricted card types. 

   2. If check or cash is selected as the payment method, enter the amount in the Amount Tendered field.

4. Select Post to post payment to guest folio.

Move a charge

1. Check the box beside transaction(s) to be moved.

2. Click Move.

3. Select the radio button by Within Account to move the charge to a different folio on the same reservation.

   1. Select the folio to move the charge to.

4. Select the radio button by Other Account to move the charge to a folio on a different reservation.

   1. Search for and select the appropriate guest account.

5. Click Move to move the charge, or click Cancel to exit without moving the charge.

Reverse a charge

1. Click the checkbox beside transaction(s) to be reversed.

2. Click Reverse.

3. Provide a reason for the reversal.

4. Select a reversal option:

   1. Reverse full balance; OR

   2. Reverse other amount

      1. Enter a partial value in the Amount field.

5. Select the terminal from the Terminal drop-down.

6. 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.

Adjust a charge

1. Check the box beside transaction(s) to be adjusted.

2. Click Adjust.

3. Enter the correct Amount.

4. Check the box to Include Taxes.

5. Provide a reason for the adjustment.

6. Click Adjust to adjust the charge, or click Cancel to exit without adjusting the charge.

 

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