Folio to Watch

Folios are automatically added to the "watch" list when there is a credit risk. A credit risk is a folio which have a debit balance (balance due) and there is no guarantee of payment. The system uses the payment type located on the Other Information tab of the guest properties. In addition, each individual folio (folio a, folio b, folio c, folio d) can have a specific payment type different from the one on the Other Information tab.

In Setup, Configuration, Reservations, Hold Types - there is a list of valid payment types. You can setup your own hold/payment types, however, the specific hold type must be either None or Deposit in order for the watch list to correctly identify problem folios.

In Hold Types, a CASH hold/payment type will have a specific hold type as None on the pull down field. This indicates there is no guarantee of payment. The same goes for the type of Deposit.

Card, City Ledger, and Other indicate there is a guarantee of payment and these folios will not appear in the watch list even when a balance is owed.

You can press the More Folios button to add multiple folios to the same room. If the payment type field is left blank by any of the folios, the master payment type on the Other Information is used.

The system automatically updates the watch list when transactions are made or payment types are changed. Transactions made from EPI and iQ-POS also update the watch list real-time as well.

If a guest is direct billed for room and tax, and are responsible for their incidental charges, you can open a second folio (Sub Folio B) using the More Folios button. The master payment type should be a City Ledger payment type, but Folio B could be CASH, or whatever payment type the guest is going to use to guarantee payment of their incidentals.

Folio A                Master Folio                DB                100% 
Folio B                Phone Calls                CASH                0%

This would indicate that the master folio payment type of Direct Bill/City Ledger and the Phone Calls will be paid in cash.

If you find the watch list is not working properly, it is important to make sure each of your hold types ( Setup > Configuration > Reservations > Hold Types) has the right hold type associated with it on the pull down field. If it is blank, or the wrong type, it may not work as expected. Check each of your hold type entries to make sure they are identified properly. (Card, City Ledger, Deposit, Other, and None)

For more information, please see Hold Types and More Folios.