Folio - Payment Transfer and Billing to a Company

Reservations and folio · Updated 2026-10-30

The Take payment section has three tabs: Payment Type (money from the guest), Room / Guest (money from another in-house guest) and Sales & Channels (money owed by a company). This page covers the last two.

Video walkthrough: Folio - Payment Transfer to Another Room… | Folio: payment transfer between rooms

Videos: payment transfer and bill to company.

• Watch on YouTube: https://www.youtube.com/watch?v=_ajXvQ5XrM8

A. Payment transfer (tab Room / Guest)

Use it when one in-house guest pays, fully or partly, for another in-house guest: a company room that settles a colleague's room, a parent paying for a child's room. The paying guest's folio is debited, the other folio is credited.

How to

1. Open the folio that receives the payment (the bill that is being paid) and click the tab Room / Guest.
2. Click Browse Guest. The window Inhouse Guest lists everybody in house: room and room type, name, stay dates and the folio total, with a search box. Choose the guest who pays (radio button) and click Select. Room Name and Guest are filled.
3. The Amount starts with the balance due of your folio. Type the amount the other guest pays and click Add Payment.
4. Click Save.

Worked example (demo hotel)

Folio FO2-Foxtrot Pay (room 306) was paid by FO2-Delta Guest (room 305): Foxtrot's balance due was 16,984.00 and Delta paid 300.00.

The two lines are linked to each other. In Delta's table the line shows the other room's name; its pencil is available, its payment type is empty.

Rules and effects:

• The paying guest did not need enough payments in the test: the transfer simply debited the paying folio (its Payments went negative).
• Click the pencil of a transfer line: the panel opens on Room / Guest with Room Name and Guest filled; Browse Guest is disabled while you edit. The line is a normal payment line (edit remark, delete before saving).
• A transfer line has no refund arrow: a refund is offered only for Payment Type and Sales & Channels payments.
• Please select a Guest. appears if you click Add Payment without choosing a guest.
• A folio that has a transfer entry cannot be undone (You can not perform undo operation. Reason: Payment transfer entry exist.).
• The folio has no function to transfer a charge to another room; use Split folio to print a separate invoice.

B. Billing a booking to a company (tab Sales & Channels)

Use it for a guest whose room is paid by a company with a credit agreement. The guest pays nothing at the desk; the amount is a receivable from the company, invoiced later through Sales & Channel invoices.

How to

1. On the new folio set dates and room type, then open Sales & Channel Category and choose the category, for example Corporate (categories of the demo hotel: Web Reservation, Travel Agent, Direct Billing, Corporate, OTA, Government, Tour Operator, Airline Crew, Wedding Planner).
2. The window Sales & Channel Rate opens. Choose the company in Sales & Channels (Corporate: Acme Corporation, Zenith Software Ltd). The window shows the company's terms:

• switches Prepaid Guest, Tax Exempt, Apply Rate, Apply Commission;
• Sales & Channel Rate: rate type (RACK), Base Rate (4400), Extra Adult (800), Extra Child (400), Extra Pet;
• Commission Details: Rent, Occupancy Tax, Other Charges, Sales Tax percentages, Commission On, Due Days, Commission Amount (all 0 for Acme);
• Additional Information: Contact Person (Rohit Verma), Credit Limit (500000) and Credit Days (30). Click OK.

3. In the Take payment section open the tab Sales & Channels. The list holds the folio's company; the Amount starts with the balance due.
4. Click Add Payment and then Reservation (or Check In).

Worked example

Reservation for 25-27 Oct, Deluxe Room, 2 adults and 1 child, category Corporate, company Acme Corporation: Total Charges 8,000.00 (4,000.00 x 2 nights, Deluxe has no tax). The payment line Acme Corporation 8,000.00 brings Payments to 8,000.00 and Balance Due to 0.00. After Reservation the program answered Reservation #: 114.

Rules:

• While a payment of the company exists the company cannot be changed: Payment exist with Sales & Channel X. Note: Remove Sales & Channel payment to change Sales & Channel.
• The pencil of a company payment opens the panel on the Sales & Channels tab with the company in Sales & Channels; the Amount stays locked. Update is checked as a Sales & Channels payment. The tab header highlights Sales & Channels, on the folio's own Take payment section as in the Show Payments window. A refund of a company payment also switches to (and highlights) Sales & Channels.

• The payment of a company can be deleted or refunded only with the Sales & Channel privileges (for a refund: Refund Payment (Sales & Channel), or Refund Past Payment (Sales & Channel) for an older payment), and not once a Sales & Channel invoice was created for it (Sales & Channel invoice created).
• Refund: click the arrow of the company payment. Refund Payment shows the company in Payment Type, the Original Amount and Refund Amount; type the amount and a Remark, click OK, then Save the folio. The refund is a negative line of the same company (Acme Corporation | Refund), so the receivable falls by that amount. In the demo (reservation DC24D-Corp Guest, 26-28 Oct, Acme Corporation 8,000.00) a refund of 1,000.00 with the remark Company refund added the line Acme Corporation | Refund -1,000.00, Payments fell to 7,000.00 and Balance due rose to 1,000.00 (demo figures change).

• A folio with a Sales & Channel invoice cannot be undone (You can not perform undo operation. Reason: Sales & Channel invoice created.).
• Credit limit and credit days are shown in the window; in the test the folio did not check the limit (the amount of 8,000.00 was far below it).

What happens behind the scenes

• Transfers write two linked payment rows (refCheckInID, refPaymentID); the first is flagged as the transfer source.
• A company payment is a payment row with the business source instead of a payment type; the Sales & Channel invoice screens read these rows to bill the company (Creditable invoice).

Messages you may see

Tips and FAQ

• Q: Can the guest pay extras personally while the company pays the room? A: Yes: add the company payment for the room amount, and take the extras with a normal payment, or print a split folio.
• Q: The tab Sales & Channels is empty. A: The folio has no company: choose a category and company first.

Screenshots