Desk Folios

Desk folios, also known as sundry folios or house accounts, are treated the same as guest folios except that they do not require room and tax to be posted and do not have check-in and check-out dates.

From the Guest Ledger screen, press click on Create Desk Folio.

General

Desk Folio Information

Folio ID - This can be up to six characters but cannot be a room number that exists in roomMaster, and it must be unique to any current active folio.

Folio Name - Enter a description of the folio.

Options

Charge Incidentals - Checking this box allows any account designated as an Incidental charge to be posted to the desk folio. It is checked by default when a desk folio is created.

Tax Incidentals - Checking this option will automatically post the taxes applied to the account code being posted.

Room Charge Option - Select the appropriate tax option if room charges will be posted to the desk folio.

EPI Phone Rate - Select the appropriate phone rate if a phone extension has been interfaced with the desk folio.

Do not save scanned credit card information (POS) - Select this option if you will be posting multiple credit cards to the desk folio. This clears the credit card information after each transaction, ensuring each transaction is separate and the same credit card is not charged for multiple transactions. See Posting Sales Items for more information.

Notes

Enter any notes for the desk folio. Check the Show note on folio screen to have the notes appear when the folio is displayed. If the Always open Guest Folio display with Guest Notes option is checked in Setup > Configuration > Guest Ledger, the Notes field will display when the Desk Folio is opened.

Address

Enter the address information for the desk folio.

Other Information

Enter information including a direct bill account, credit card number, or group code.

CheckOut Rules

The desk folio can be checked out automatically or manually by selecting an option from the This folio must be checked out: option. If the Daily Automatically or Monthly Automatically options are selected, a Debit and Credit Account Code to use must be selected. Using a desk folio of phone charges as an example: You must use a credit account code such as phone charges. And a debit account of phone refunds. Like a guest folio, a desk folio must have a zero balance to be checked out. A posting using one of the codes entered will be used to bring the balance to zero.

If the Manually, Daily Manually, or Monthly Manually options are selected, a user, often the night auditor, will need to make a posting to bring the desk folio to zero balance and check it out. For the Daily Manually and Monthly Manually options, a severe error will appear during the Dayend Close precheck.

Selecting Yes for Automatically RecheckIn will check in a duplicate desk folio to the one just checked out. This is usually used any folio that is used on a regular basis, like POS, Petty Cash or for the PHNE and ADMN desk folios phone which collects the phone charges for administrative phone calls.