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Folio Setup

Setup > Configuration > Folio Setup

Folio Message

A short message can be printed at the bottom of each folio. The first two fields can hold up to 50 characters and the last field can hold up to 35 characters. This option can be changed as much as you like. For example, during Christmas Season, it can be changed to say "Happy Holidays". The second and third lines will print in the same font, however, it will be one size less than the first line.

Detail Folio Type

Detail Folios are transaction-by-transaction listings of a guest's charges and payments.

Select the type of folio to print when detail folios are selected.

Normal layout including tax detail This is the default folio printing option and should suffice for most businesses.

Tax RollUp (All Taxes) This option will not break out taxes separately when printing folios when the tax type used is for something other than Inclusive VAT/GST. A single line item will print for the transaction with the tax amounts included.

Tax RollUp ( Inclusive VAT/GST only) This option will not break out taxes separately when printing folios when the tax type used is Inclusive VAT/GST.

Summary Folio Type

Summary Folios print totals by account codes. Select the type of folio to print when summary folios are selected.

Normal Layout - This layout will print just like a Detail Folio, but will print one line for each unique account code.

Folio Options

Allow Summary and Group folios By default, only detailed folios are printed from roomMaster. Enabling this option gives users the option of printing the normal detailed folio, a summary folio, which groups together transactions with the same account code, or a Group Folio for group/master folios. In addition, users will have the ability to print a certain range of transactions on the guest folio, as well as print folios as City Ledger Invoices.

Ignore voids when printing folios When this option is checked, any voided transactions and their corresponding credit or debit are not printed on the folio, presenting a cleaner folio for the guest.

Print Rate on folio only when rate is posted With this option checked, only a sub folio with room revenue posted will print the rate on the folio. Unchecked, any sub folio printed will print the guest’s rate. This option is for properties that do a lot of business with direct bill accounts where the guest should not see the rate when an incidental folio is printed.

Note: Any sub folio with a Room % set to zero in More Folios will not print the rate even if a room revenue posting transaction appears on the sub-folio, allowing you to post upgrade charges to incidental folios. If room revenue is split between multiple sub folios, the rate will appear on any sub folio with room revenue posted.

Hide Initials and Date/Time Stamp By default, the user initials and date/time stamp are printed at the bottom of folios. This option will remove the initials/date/time stamp from folios.

Default to C/L invoice when printing direct bill When checked, any folio that is attached to a direct bill company master account will print as a City Ledger Invoice and any city ledger payments will not be displayed.

Detail and Package Printing Options

Summary There are three options for the summary block of a detail folio:

Do not show tax summary No tax summary is printed on the folio.

Show total then summarize taxes Show Total Taxable Sales and then break down taxes collected by each tax type. (usually USA, U.K., Canada and GST)

Summarize total by tax type Show each tax percentage category and the total net sale for that category, then print the grand total and then the total of taxes. (Belgium) - Charges are any item that is not assigned a charge type of PAYMENT or REFUND. This will only work properly if each item is only taxed once.

Summarize by account category Summary and Taxes section will include the following categories to clearly identify the guest's charges and payments for their stay:

  • Room - total of all room revenue charges

  • Room Tax - total of all room taxes

  • Other Charges - total of all non-room revenue charges

  • Other Charge Taxes - total of all tax on other charges

  • POS - Room Charge - total of all iQ-POS (Point of Sale) bill to room charges

  • Total Charges - overall total amount of all guest charges

  • Deposit Transfer - total of deposits transferred from a reservation

  • Payments - total of all payments posted to the folio

  • Balance Due - Total Charges minus (Deposit Transfer + Payments)

Rollup The Rollup setting is for determining how packages print on the Detail Folios.

Note: If the Detail Folio Type is set to "Tax RollUp (VAT/GST)", it will override the following settings when selecting an option marked as "without taxes".

Entire rollup with taxes One line prints on the folio for an entire package. This line will include all charges and taxes.

Entire rollup without taxes - (Not valid for VAT RollUp) One line prints on the folio for a package's charges, and one line will print for each tax charged to the guest.

Daily rollup with taxes One line prints on the folio for each day of the package. This line will include all charges and taxes for the day.

Daily rollup without taxes - (Not valid for VAT RollUp) One line prints on the folio for each day of the package, and one line will print for each tax charged to the guest each day.

Deposits When possible, deposit details from the reservation (date, card and amount) and display at the top of the folio. All deposit transactions from the reservation connected to the folio (Confirmation Number) are included.

  • Exclude from Folio - No deposit details are included, just Deposit Transfers

  • Include at top of Folio - Deposit details (when possible) are included at the top of the folio including Credit Card and Surcharges

  • Include in Folio and Summary - Deposit details (when possible) are included at top of folio and also added into the Tax Summary and Charges by Tax Type

Print deposits, packages, and then all other When the folio prints, this option will print all the deposits first, then all package entries and then all other charges and payments rather than printing the transactions in date order.

Include Transfers in Tax Summary Select this option to include tax amounts applied to any transfer accounts codes in the tax summary printed on the folio.

Hide Actual Tax Percentage in Summaries When selected, the actual tax percentage from the tax account code will not print in the tax summary section of the folio.