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Desk Folio

Desk Folio is a feature used to record non-room transactions for guests who visit and make transactions at the hotel. Desk Folio can be created for outlet transactions (restaurant, cafe, laundry, etc.) or when canceling reservations with deposits.

How to Create a Desk Folio​

  1. Select the Front Desk menu, then the Desk Folio submenu to open the Desk Folio window.
  2. Click the Insert button to create a desk folio.
  3. In the Date Information group, enter the number of active days or set the end date.
  4. In the General Information group, select the group, enter the document number (Doc. #), add notes, and check Show Notes At Check Out if needed.
  5. Select the currency to use.
  6. In the Personal Information group, fill in:
    • Title
    • Full Name
    • Street
    • City
    • Country
    • State
    • Pos Code
    • Phone 1
    • Phone 2
    • Fax
    • Email
    • Web
    • Company
    • Gs. Type
    • ID Card
    • Birth P, D.
    • Pay. Type
  7. Click Save to process and close, or Save & Continue to save and continue.

Desk Folio Transaction​

Desk Folio Transaction is used to process charges, payments/deposits, and transfer transactions. It also allows for voiding and correcting transactions.

Charge & Payment​

  • Add charges and payments via various methods (cash, credit card, debit card, city ledger, voucher, discount, compliment, transfer).
  • Enter transaction details, select sub folio, sub department, account, amount, remarks, and document number.
  • For card payments, enter card details and any applicable charges.
  • For direct bill, select the company and enter details.
  • For other payments, select the account and enter details.
  • For cash refunds, enter the amount and details.

Void​

  • Cancel transactions on the same audit date (requires authorization).
  • Enter user ID, password, and reason for voiding.

Correction​

  • Correct transactions on different audit dates (requires authorization).
  • Enter user ID, password, and reason for correction.
  • Enter the correct amount and save.
  • Corrections add, rebate, or refund values without changing the original transaction.
  • Corrections can be shown on folio by enabling Show Correction.

Transfer​

  • For transfer processes, refer to the Guest Folio transfer documentation.

Desk Folio supports efficient management of non-room guest transactions and financial operations.