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© 2026 Aven Hospitality. All rights reserved. |
Use the Master Folio to view or add group charges and payments, including those with non-English characters in the group's details.
Contents
Select View a Folio to view folio options to select:
(Default) All Transactions
Primary Folio
No Print Folio
Click Manage Payment Methods. The Edit Payment Method pop-up displays.
Click the Add tab.
Choose the Payment Method from the drop-down.
If applicable, click the Make primary payment or assign to folio checkbox.
Select the folio from the drop-down.
If a credit or debit card was selected as the Payment Method:
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 Close.
Note: If the guest is not checked in or if the selected guest's folio has a balance of zero, you can add the payment method through physical card entry. The transaction is tokenized but not authorized. If tokenization fails, the system displays a message. This feature is available for Shift4 and Elavon processors.
To modify a payment method:
Click Manage Payment Methods.
Select the Modify tab.
Select Make Primary to change the method of payment to the primary method of payment for the folio.
Select the trash icon to delete the method of payment.
Note: Payments that are assigned in the folio tabs cannot be deleted while assigned to a folio.
Click Done.
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.
Use the printer icon to print a variety of items that might be associated with a folio.
Click the printer icon.
Choose the item to print. Options are:
Print Group Contract Information
Print Group Master Folio
Note: You can select non-default folios from the Print menu if Advanced Folios are enabled. The folio must be active to select it.
Provides the option to email the group contract information.
Click the email icon.
Select Email Group Contract Information.
In the pop-up window, enter the Guest Email.
Click Add Group Contact Email to add a secondary email address to send the group contract information to.
Click the checkbox beside each block you want to include information for in the email.
Click Send.
Click the email icon.
Select the folio to email from the drop-down menu.
Note: You can select non-default folios from the Email Folio menu if Advanced Folios are enabled.
The Email Group Master Folio window displays. Enter the guest's emails.
Click Add Guest Email to add another guest email, if needed.
Select the checkbox by the folio type to send.
Click Send.
Displays the following basic group information:
| Field | Definition |
| Group Contact | The group's main contact name. |
| Group Contact Phone | The phone number for the main contact. |
| Group Contact Email | The email address for the main contact. |
| Company | The group's company. |
| Travel Agent Info |
Displays the travel agent assigned to the reservation. You can also Assign a travel agent from the Group Info section, if needed. Note: Once a reservation has been saved, you are unable to unassign a travel agent. Any changes you make to your travel agent assignment must be made before saving or leaving this page. |
| Group Code | The group's unique code used to locate a group rate. |
| Group Description | A description of the group (i.e. business travel or event organizer). |
Shows the number of arrivals, stay overs and departures for the group for the current business day.
Displays rate plan and rate code associated with the group.
Click Review Policies to display Deposit, Guarantee, Cancellation, and No Show policies associated with the group.
Click OK to close the Review Policies window.
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 slide button. When active, a checkmark displays beside the option.
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.
Type in an Amount.
Click the Add Taxes and Fees checkbox if the charge is NOT to be taxed.
Enter a Description, if required. 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.
Select Pay Full Balance to pay the entire balance due, or select Pay Other Amount to enter an alternate amount in the Amount field.
If applicable, select the Guest consents to charge card immediately checkbox.
If a credit or debit card was selected as the Payment Method, select the Terminal from the drop-down.
Click Post Payment to post all charges to the account, or click Send to Payment Device to swipe the credit card to add the information.
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 button 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.
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 Include Taxes.
Provide a reason for the adjustment.
Click Adjust to adjust the charge, or click Cancel to exit without adjusting the charge.
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© 2026 Aven Hospitality. All rights reserved. |