SunPMS video manual, chapter "Reservations and Folio". New reservation and walk-in, every folio tab, groups, check-in, check-out, split folio, room change, late check-out, cancel and no-show.
Click New Folio (the green split button in the header; the arrow next to it opens a menu with New Folio and Group Folio; or Reservations New Folio in the sidebar, or press Ctrl+K and type "New Folio") to open an empty folio.
Click New Folio (the green split button in the header; the arrow next to it opens a menu with New Folio and Group Folio; or Reservations New Folio in the sidebar, or press Ctrl+K and type "New Folio") to open an empty folio.
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 payment) and the list OPEN opens a window (Other charges, Payments, Shared guests, Vehicles, Do not rent, Turndown & DND, Remarks, Stay history).
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 payment) and the list OPEN opens a window (Other charges, Payments, Shared guests, Vehicles, Do not rent, Turndown & DND, Remarks, Stay history).
Other charges are anything billed besides room rent: laundry, minibar, extra bed, restaurant room charges. Click Other charges in the OPEN list (left) or click the Other charges line (pencil) in Charges & balance.
The Take payment section is the last section of the folio (click Take payment in the ON THIS FOLIO list). A Receipt # chip and a Show Payments button are at its top; below them are three tabs: Payment Type, Sales & Channels and Room / Guest.
Besides stay, guest, charges and payments, a folio keeps notes and small service settings: free-text remarks in six categories, the room turndown time, Do Not Disturb, the housekeeping frequency, the guest's earlier stays and vehicle details.
Besides stay, guest, charges and payments, a folio keeps notes and small service settings: free-text remarks in six categories, the room turndown time, Do Not Disturb, the housekeeping frequency, the guest's earlier stays and vehicle details.
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. The rent and taxes are recalculated for the new nights, and the room is checked for availability when you save.
Split Folio copies part of the rent, other charges and payments of a stay onto a second, separate invoice for one guest. Typical uses: a company pays the room and the guest pays the extras, or two guests in one room want separate bills. The original folio is not changed and keeps the full total;
Late CheckOut lists in-house guests whose departure date has already passed but who have not been checked out. This happens when a guest leaves without telling the desk, or when the desk forgets to check out.
Late CheckOut lists in-house guests whose departure date has already passed but who have not been checked out. This happens when a guest leaves without telling the desk, or when the desk forgets to check out.
A group ties many room folios to one group record (name, dates, rate, sales channel, group payments and charges). Members are normal folios opened from the group.
A group ties many room folios to one group record (name, dates, rate, sales channel, group payments and charges). Members are normal folios opened from the group.
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. The window also stores the group's release rule: when the unsold rooms of the block go back to general sale.
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. The window also stores the group's release rule: when the unsold rooms of the block go back to general sale.
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. The window also stores the group's release rule: when the unsold rooms of the block go back to general sale.
Many bookings, especially from online channels, arrive with a room type but no room number. They are the "reserved without room" (R/WO) bookings. The window Reservation Without Rooms (Date: date) lists the bookings for one date and lets you give each a real room, one by one or all together.
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. Each window shows the documents as large buttons;
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 to print or e-mail it. It is the same on a new reservation, an in-house stay and a checked-out stay.
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 started. What happens depends on how the folio was created, see the two cases below.
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 started. What happens depends on how the folio was created, see the two cases below.
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, documents, earlier stays) and you do not have to retype it.
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 lets you do.
The Documentation section keeps the identity documents of the guest: type, number, name, expiry, address and a picture of the front and the back. Hotels attach them at reservation or at check-in because the law or the hotel policy asks for an identity proof.
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, Documents, Charges, Payments, Remarks, History - and only one is open at a time, with a short "what to do" line on top of it.
The simplified group screen leads you through a group booking in 8 sections: Group details, Stay & rate, Rooms & members, Charges, Payments, Documents, Remarks and Check in / out.
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 and how, whether the guest opened it, whether the online check-in was submitted and approved, whether the guest allowed notifications on the phone and…
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 taxes that are linked to the room type.
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 charges, tax on other charges) and whether you type a percentage or a fixed amount. This page follows a real session with the numbers.
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 can see what each action does to the bill.
Payments, advance, deposit and refund lists the fields and messages. This page follows real sessions in the demo hotel with the numbers: choosing the payment type, paying in a foreign currency, the rules for editing and deleting, refunds, and the receipt.
Payments, advance, deposit and refund lists the fields and messages. This page follows real sessions in the demo hotel with the numbers: choosing the payment type, paying in a foreign currency, the rules for editing and deleting, refunds, and the receipt.
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.
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.
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; the adjustment is an extra line with its own rate and tax, usually negative.
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 itself (house use). There are two ways to do it in SunPMS.
