Help Center

Reservations and folio

39 guides in this chapter of the SunPMS Help Center.

Reservations and Folios - Overview
A folio is the single record of one guest stay in one room: the guest, dates, room, rate, extra charges, payments, documents and remarks.
New Folio - Reservation or Walk-in Check-in
Click New Folio (the green split button in the header; the arrow next to it opens a menu with New Folio and Group Folio;
Folio - Stay and Rent Details
The folio is one page with three columns. The left list ON THIS FOLIO jumps to a section (Guest, Stay & rate, Status & options, Documents, Take…
Folio - Guest Details and Documents
Folio - Guest Details and Documents. Folio - Guest Details and Documents Part of the SunPMS Help Center.
Folio - Other Charges
Other charges are anything billed besides room rent: laundry, minibar, extra bed, restaurant room charges.
Folio - Payments, Advance, Deposit and Refund
The Take payment section is the last section of the folio (click Take payment in the ON THIS FOLIO list).
Folio - Remarks, Turndown, History and Extra Info
Besides stay, guest, charges and payments, a folio keeps notes and small service settings: free-text remarks in six categories, the room turndown…
Folio - Saving and Confirming
Folio - Saving and Confirming. Folio - Saving and Confirming Part of the SunPMS Help Center.
Assigning and Changing a Room
Assigning and Changing a Room. Assigning and Changing a Room Part of the SunPMS Help Center.
Amending Dates and Extending a Stay
Guests change their plans: they arrive a day later, stay longer or leave early. You change the dates on the Stay Details tab of the folio.
Cancelling a Reservation and No-Show
Cancelling a Reservation and No-Show. Cancelling a Reservation and No-Show Part of the SunPMS Help Center.
Checking in a Reservation
Checking in a Reservation. Checking in a Reservation Part of the SunPMS Help Center.
Check-out, Settlement and Invoice Printing
The footer has Back, Close, Next and the primary Check Out. The same rules and messages as the folio button apply.
Split Folio
Split Folio copies part of the rent, other charges and payments of a stay onto a second, separate invoice for one guest.
Late CheckOut
Late CheckOut lists in-house guests whose departure date has already passed but who have not been checked out.
Group Reservation and Group Check-In
A group ties many room folios to one group record (name, dates, rate, sales channel, group payments and charges).
Group Block Rooms and Single Room Blocks
A group block holds a number of rooms of a room type for the group on selected dates, without naming rooms, so they are not sold elsewhere.
Booking Transactions - Reservations Without Rooms
Many bookings, especially from online channels, arrive with a room type but no room number. They are the "reserved without room" (R/WO) bookings.
Printing and E-mailing the Folio
The three icons in the header of a saved folio (next to Guest link and More) open the same list of documents for Print, WhatsApp and Email.
Folio - Header, Information Icon, Folio Number and Audit Trail
The identity header at the top of the folio screen tells you in one glance which folio you have open, where the stay stands, who created it and how…
Folio - Undo Check-In
Undo takes a same-day check-in back. Use it when the front desk checked a guest in by mistake or into the wrong room and the stay has not really…
Folio - Search Guest, Keep or New Profile, and Name Detail
Before you type a new guest on the folio, look for the guest in the guest database. A returning guest keeps one profile (address, phone, e-mail…
Folio - Locked Reservation, Copy Reservation and Read-Only States
A folio does not always accept every change. This topic explains the Lock switch, how Copy Reservation works, and what a cancelled or checked-in…
Folio - WhatsApp, Reservation Chat and Guest Interface Link
Besides printing and e-mailing, the folio can send documents on WhatsApp, open the guest's conversation, send the guest portal link, and (for Expedia…
Folio - Documents (ID, Passport) with Front and Back Images
The Documentation section keeps the identity documents of the guest: type, number, name, expiry, address and a picture of the front and the back.
Signature and Notice Flow
The guest signs one notice, wherever the signature is taken: on the folio screen, on a signature pad, on a phone or tablet, in the group folio, or…
Simplified Check-In / Reservation Screen (guided folio)
The simplified folio is a cleaner version of the folio screen. The folio is split into 7 sections in the order the desk works - Stay, Guests…
Simplified Group Check-In / Reservation Screen (guided group)
The simplified group screen leads you through a group booking in 8 sections: Group details, Stay & rate, Rooms & members, Charges, Payments…
Folio - Guest Link Panel
The Guest link button in the folio header shows, in one small panel, everything about the guest's own page for this stay: whether the link was sent…
Folio - How the Balance Due Is Calculated
The Charges & balance on the folio is the one place that shows what the guest owes. This page explains every line, the exact formula, and which…
Folio - Rate per Night, Rate Change and Tax Exempt
The room charge of a stay is built night by night: for each night the program takes the rate of the chosen Rate Type for that date, then adds the…
Folio - Discount
The discount takes one amount off the bill of the whole stay. You choose which parts of the bill it is calculated on (rent, occupancy tax, other…
Folio - Other Charges Worked Through
04 Other charges describes the Charges window field by field. This page follows one real session on an in-house folio, with the numbers, so that you…
Folio - Payments in Detail
Payments, advance, deposit and refund lists the fields and messages. This page follows real sessions in the demo hotel with the numbers: choosing the…
Folio - Payment Transfer and Billing to a Company
The Take payment section has three tabs: Payment Type (money from the guest), Room / Guest (money from another in-house guest) and Sales & Channels…
Folio - Rental Adjustment
A rental adjustment adds one correction line to the room charge of today on a guest who is already in house. The original night stays as it was;
Folio - Deposits, Invoice and the Missing Credit Note
Video: deposit, refund and check-out In the Detail Folio of the test guest the rental adjustment shows as its own line (Rental Charges -500.00, with…
Folio - Complimentary and House-Use Stays
A hotel gives a room free of charge for a guest of the management, a travel-trade familiarization stay or a staff member, and sometimes uses a room…
Folio - Money When a Booking Is Cancelled or No-Show
This page follows the money of a cancelled booking. For the steps of cancelling and re-activating see Cancel and no-show.

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