HRO4A: Front Office Finals 01 folio plus manual

Hotel Management Suite
HOTEL MANAGEMENT SYSTEM –FOLIO PLUS

FOLIO PLUS MANUAL
Folio Plus Professional Edition
Version 3.0.0
Table of Contents
OVERVIEW OF HOTEL MANAGEMENT SUITE
Folio plus, Resto plus and In house plus are powerful but easy to use hotel management system.
Folio plus automates hotel management operations such as room reservations, room assignment,
guest check-in and check-out, and other front desk activities. It improves the accuracy and flexibility
of charge posting as well as balancing guests' accounts. It enhances the front desk personnel's
productivity with its familiar windows look and feel users interface and graphical data manipulation
approach. In part of Folio plus is Event Management which is an add-on feature to Folio plus, Hotel
Management software. This module also allows easy configuration and pre-setting of the functions
and details. It shows the function room status per hour to monitor and maximize its usage. With all
this transaction, In-House module keep track on the room status it records the efficiency and
productivity of housekeepers, and provides comprehensive printable reports on each housekeeper's
performance as well as summary of the performances’ of all the housekeepers. Resto plus is a
separate module that takes customers order directly. Menu is configured into the system, and items
are categorized under the restaurant’s specified designation. In doing transaction most would
encounter errors; with this it has a provision which it can make canceling and voiding order. It
depends on the user configuration set on the system.
Hotel Management Suite: Technology
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Hotel Management Suite : Technology
Applications
Server
Backup
Salient Features
• User friendly
• Windows standard look and feel
• Comprehensive user management
• Complete control and secured
• Guest/s (Individual / Group)
Management
Architecture
• Client – Server architecture
• C# .Net Framework
• MySQL database
Integration
• Microsoft Office integrated reports
• Integrated with popular Accounting
software
Client
MySQL
database
INTRODUCTION
What is Folio Plus Hotel Management System?
Folio Plus is software designed to make hotel service more efficient while making the tasks
of the hotel staff easier, enabling them to be more productive. The system provides the hotel with
the capability to retain information of all its patrons through its Intellisense. Additionally, it protects
the system data and functions with its tight security measures. Thus, with Folio Plus, your clientele
feels valued and personnel performance significantly improves as it takes hotel management to the
next level.
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GETTING STARTED
1. LOG-IN Screen
TO LOG IN:
1. Enter your user name and password.
Click on Ok button below to proceed. This will show the
Main Screen.
2. Click on Cancel button to close
the application. The user name and password fields are case sensitive.
1. Title Bar – displays the title of the application, hotel name and
folio Plus Version.
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admin
admin
n
1
2

FOLIO PLUS MANUAL
3. Navigation Tool Bar – holds all short-cut buttons for faster
navigation. Shows button name on mouse-over.
4. System Audit Date/Time – displays audit date of the system
irregardless of the actual date.
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2. Menu Bar – holds all available
system menus. (e.g. Hotel
Information, Rooms).
5. Hotel Logo – displays the hotel
logo. This logo is also seen on
every hotel reports.
6. Today’s Room Status –
displays each room status (e.g.
Occupied-Clean).

FOLIO PLUS MANUAL
9. Status Bar – displays the Database Server address, Terminal
Name, Current logged user, Time logged and audit date of the
system.
10. Working Area – the Folio Plus working area. Displays equivalent
screen on each command/menu accessed.
Single Reservation
This section includes showing the making single reservation, checking in reserved guest, and canceling or
setting no-show reservation.
Making a single reservation
Before making any reservations, check first the room availability on the guest’s desired date to stay using the
Folio Plus Room Calendar.
1. From the Menu Bar, click Transactions then select Front desk and click the Room Calendar, or you may
press F10 on the keyboard directly.
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7. Today’s Room Status Summary
– display summary of Current Day
Room Status.
8. Occupancy Rate – display
Current and Previous Day
Occupancy
Rate.

FOLIO PLUS MANUAL
Figure III-3.1: Room Calendar
2. Once done checking the availability, proceed to the next step.
3. From the Menu Bar, click Transactions then select Front desk and click the Single Reservation, or you may
press F6 on the keyboard directly.
4. Input necessary details of the guest’s stay in the Reservation Screen shown in Figure III-3.2. Note, For
returning guest, just type few characters in the Last Name text box then double click match guest in the list of
display guests whose last name start with those similar characters. The guest information gets copied into the
window.
Figure III-3.2: Guest Folio Information
5. To add Room Schedule:
a. To Add Room Schedule Manually, type the Room No then hit Enter key on the keyboard. Room
Rate Information gets copied into the schedule grid.
b. To Add Room Schedule using Calendar Wizard, click on Calendar Wizard radio button then click on
the Launch button. Select Room Type and Room Number the guest wished to occupy by highlighting the cells
in the editing area. Once done,
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click the Reserve button then click on Done button. Room number and booking date gets copied into the
schedule grid.
c. To Add Room Schedule using Auto-Rooming, click on Auto-Rooming radio button then select Room
Type, Arrival and Departure date. Once done, click on the Go button.
d. If you wished to modify the departure date, just select the check out date from the From & To.
e. If you wished to modify the Rate Type, just click and select from the Rate Type drop down list.
6. To set a billing instruction:
a. Select Billing Instruction tab. List of Transaction Codes gets
displayed on the left side of the screen.
b. Select transaction code from the list of Transaction Codes. On
the right side of the screen shows the sub-folios with their
corresponding basis of charges.
c. Select the basis of transferring the amount – Percentage or
Amount.
d. Input the value to be transferred for each of the sub-folio. If
percentage is selected, total percentage of all sub-folios must be
100.
e. Once done, click on the Add button. The transaction code will be
highlighted with pink color indicating that there is an instruction
for that transaction.
f. To add more instruction, follow steps a-e.
g. To remove billing instruction, just select a transaction code in
the list (highlighted with pink color) then click Remove button.
Click Yes when prompted if you are sure you want to remove
the billing information.
h. To edit billing instruction, just select a transaction code in the list
(highlighted with pink color) then make modifications on the
right side of the screen.
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7. To set a recurring charge:
a. Select Recurring Charges tab then click on the Add button.
Transaction Codes List window gets displayed.
b. Select transaction code in the list then click on the Select
button, and click on the Close button. Selected transaction gets
copied into the Recurring Charges screen.
c. Input the Amount charge of the transaction.
d. If you want to change the dates, just click on the cell and select
your desired date.
8. To add promo discounts:
a. Select the Hotel Promos tab. Active Hotel Promos will appear at
the right side of the screen. If already applied, discount details
will show at the right side.
b. Select a promo from the list of active hotel promos, and then
click on the greater than symbol (>) to add its discount details.
c. To remove a promo, select the discount details on the right the
click on the less than symbol (<).
9. To add guest privilege:
a. Select the Privilege tab, and click on the Add button.
b. Select transaction in the list, and click on the Select button. Once done,
close the window.
c. Input % OFF value if the Basis selected is P or Amount OFF value of
the Basis selected is A.
d. To remove transaction, just select transaction in the Folio Privileges list
then click on the Remove button.
10. To add Inclusions:
a. Select Inclusions tab, and type in the item in the white box
located at the lower left side of the screen then click the less
than symbol (<).
b. To remove, select item in the Folio Inclusions list then click the
greater than symbol (>).
11. To add guest information:
c. Select the Guest Information tab, and input necessary details
of the guest. Note, If you supply Credit Card Information, this
will be automatically shown in the Credit Card Information of
a guest’s folio once the guest pays via Credit Card.
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12. To add joiners:
a. Select the Joiners tab, and click on the Add button.
b. Select guest in the list located in the left side of the window. If
not found, Click on the New button and input its information
(Last name, First name, Gender, Citizenship) in the appropriate
boxes on the right. Once done, click on Save button.
c. Click Yes when prompted to add another guest. Otherwise, click
No.
d. Added guest gets copied into the list of joiners. Note, number of
adult pax will change to the total number of guests including the
master guest account.
e. To remove joiner, select joiner from the list then click on the
Remove button.
13. Once you’re done, click on the Save button.
If the reserved room is occupied, its room status color represents the occupied status, and you must check out
the occupied guest to check in the reserved.
If the folio status is tentative, click Confirm button to
Confirmed, and check in the guest.
Checking in the reserved guest
There are two approaches of checking in the reserved guest. Either you can check in the reserved guest by
clicking the room from the
Room Status window or from the Guest List screen. Remember, you can easily distinguish the reserved room
from other rooms through room status color which is color blue.
Canceling the reservation
There are two approaches of canceling the reservation. Either you can
cancel the reservation by clicking the room from the Room Status
window or from the Guest List screen.
1. To cancel from the Room Status window, double click on the
reserved room. The single Reservation screen gets displayed, and
click on the Cancel Reservation button. Type in the reason for
canceling in the Reason window then click OK, and Click Yes when
prompted if you are sure you want to cancel the reservation.
2. To cancel from the Guest List, see Guest List.
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Setting No Show reservation
There are two approaches of setting No Show on guest’s reservation.
Either you can set No Show on reservation by clicking the room from the Room Status window or from the
Guest List screen.
1. To set No Show from the Room Status window, double click on the
click on the No Show button. Click Yes when prompted if you are sure
you want to set the reservation to No Show then click OK.
2. To set No Show from the Guest List, see Guest List.
Checking in the reserved guest
There are two approaches of checking in the reserved guest. Either
you can check in the reserved guest by clicking the room from the
Room Status window or from the Guest List screen. Remember, you
can easily distinguish the reserved room from other rooms through
room status color which is color blue.
1. To check in from the Room Status window, double click on the
click on the Check In button. Click Yes to proceed.
Check-In through Walk-In
Follow the steps below in checking-in a walk-in guest.
1. Select an available room in the Room Status window, and double-click
the selected room.
Figure III-1: Reservation
Screen
2. Input necessary details of
the guest’s stay. Room
Information
automatically gets copied
into the schedule grid.
3. To change the departure
date, just click on the To
column then
click the drop down icon
, a calendar window will
appear, then
select your desired date.
4. To change the rate type, just click on the Rate Type column, List
of Rate Types will appear then select your desired rate type.
5. If you want to set breakfast on guest, just click on Breakfast
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column then selects Y.
6. To set billing instruction:
a. Select Billing Instruction tab. List of Transaction Codes gets
displayed on the left side of the screen.
b. Select transaction code from the list of Transaction Codes. On
the right side of the screen shows the sub-folios with their
corresponding basis of charges.
c. Select the basis of transferring the amount – Percentage or
Amount.
d. Input the value to be transferred for each of the sub-folio. If
percentage is selected, total percentage of all sub-folios must be
100.
e. Once done, click on the Add button. The transaction code will be
highlighted with pink color indicating that there is an instruction
for that transaction.
f. To add more instruction, follow steps a-e.
g. To remove billing instruction, just select a transaction code in
the list (highlighted with pink color) then click Remove button.
Click Yes when prompted if you are sure you want to remove
the billing information.
h. To edit billing instruction, just select a transaction code in the list
(highlighted with pink color) then make modifications on the
right side of the screen.
7. To set recurring charge:
a. Select Recurring Charges tab then click on the Add button.
Transaction Codes List window gets displayed.
b. Select transaction code in the list then click on the Select
button, and click on the Close button. Selected transaction gets
copied into the Recurring Charges screen.
c. Input the Amount charge of the transaction.
d. If you want to change the dates, just click on the cell and select
your desired date.
8. To add promo discounts:
a. Select the Hotel Promos tab. Active Hotel Promos will appear at
the right side of the screen. If already applied, discount details
will show at the right side.
b. Select a promo from the list of active hotel promos, and then
click on the greater than symbol (>) to add its discount details.
c. To remove a promo, select the discount details on the right the
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click on the less than symbol (<).
9. To add guest privilege:
a. Select the Privilege tab, and click on the Add button.
b. Select transaction in the list, and click on the Select button. Once done,
close the window.
c. Input % OFF value if the Basis selected is P or Amount OFF value of
the Basis selected is A.
d. To remove transaction, just select transaction in the Folio Privileges list
then click on the Remove button.
10. To add Inclusions:
a. Select Inclusions tab, and type in the item in the white box
located at the lower left side of the screen then click the less
than symbol (<).
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b. To remove, select item in the Folio Inclusions list then click the
greater than symbol (>).
11. To add guest information:
a. Select the Guest Information tab, and input necessary details
of the guest. If you supply Credit Card Information, this will
be automatically shown in the Credit Card Information of a
guest’s folio once the guest pays via Credit Card.
12. To add joiners:
a. Select the Joiners tab, and click on the Add button.
b. Select guest in the list located in the left side of the window. If
not found, Click on the New button and input its information
(Last name, First name, Gender, Citizenship) in the appropriate
boxes on the right. Once done, click on Save button.
c. Click Yes when prompted to add another guest. Otherwise, click
No.
d. Added guest gets copied into the list of joiners. Note, number of
adult pax will change to the total number of guests including the
master guest account.
e. To remove joiner, select joiner from the list then click on the
Remove button.
13. Once you’re done, click on the Save button.
Guest List
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It displays all the guests that are checked-in or reserved.
1. From the Menu Bar, click Transactions then select Front desk and click
Guest List, or you may press F4 on the keyboard directly.
Figure III-2: Guest List Screen
2. To search guest:
a. Select Status in the Guest List window shown in Figure III-2.
b. Type in the guest’s name to be searched in the Search box then hit
Enter key on the keyboard.
c. If found, a row will be highlighted with color blue that matches the
guest you have searched. Note, the system will prompts you to
continue searching in another Status if the guest not found in the
status you specified.
d. To check-in guest’s reservation, follow step #3.
e. To cancel guest’s reservation, follow step #4.
f. To set no-show on guest’s reservation, follow step #5.
3. To check-in guest’s reservation:
a. Click on the guest whose reservation you would like to check-in from
the list.
b. Double click selected reservation to open the Reservation window,
next click on the Check In button, then click Yes to proceed.
c. Or, click directly the Check In button in the Guest List screen, then
click on Yes when prompted if you are sure to Check In the guest,
and click OK. The system will automatically show the guest under
Checked In Status.
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4. To cancel a reservation:
a. Click on the guest whose reservation you would like to cancel from the
list.
and click on the Cancel Reservation button.
c. Or, click directly the Cancel Reservation button in the Guest List
screen.
d. Type in the reason for canceling in the Reason window, then clicks
OK. Click Yes when prompted if you are sure you want to cancel the
reservation.
5. To set no-show on guest’s reservation:
a. Click on the guest whose reservation you would like to set no-show
from the list.
and click on the No Show button.
c. Or, click directly the No Show button in the Guest List screen.
d. Click Yes when prompted if you are sure you want to set the
reservation to No Show then clicks OK.
6. To make reservation:
a. Click on the New Reservation button in the Guest List.
b. Enter necessary details of the guest’s reservation.
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c. Once you’re done, click on Save button to save the new reservation.
Note, the reservation status is tentative and must set to confirm before
checking in the guest. To confirm, follow step #7.
7. To set confirm on guest’s reservation:
a. Select Tentative Status in the Guest List.
b. Click on the guest whose reservation you would like to confirm.
c. Double click selected reservation to open the Reservation window,
and click on the Confirm button.
d. Or, click directly the Confirm button in the Guest List screen.
e. Click Yes when prompted if you are sure you want to set the
reservation to Confirmed.
8. To print Registration Card:
a. Select guest in the Guest List, then click on the Print Registration
Card button.
9. To create letter for high balance guest:
a. Select high balance guest in the Guest List, then click on the Create Letter button.
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Block Rooms
1. To block rooms using Room Calendar:
a. From the Menu Bar, click Transactions then select
Front desk and click the Room Calendar, or you may press
F10 on the keyboard directly.
b. Select rooms in the Room Calendar window.
c. Select start date by clicking on the cell, then hold and drag
the mouse prior to your desired end date of blocking.
d. Once done, click on the Block button then type in the reason
for blocking in the Add Reason window, and click OK button.
e. To block more rooms, repeat steps a-c.
2. To block rooms using Quick Blocking:
a. From the Menu Bar, click Transactions then select
Front desk and click the Quick Blocking, or you may press F9
on the keyboard directly.
b. Select start and end date of blocking from the From & To
then click Show Vacant button.
c. Select Room Type to be blocked then input the number of
rooms in the For Blocking column, and type in the reason
for blocking.
d. Once done, click on the Block button.
e. To block more rooms, repeat steps a-d.
Transfer Guest Room
1. In the guest Reservation screen, select Booking Information
tab.
2. Click on the Room No. then input the guest new room number,
and hit Enter key on the keyboard.
3. Once done, click on Save button.
Add Multiple Schedule
1. In the guest Reservation screen, select Booking Information
tab.
2. Right click on the schedule grid then select Add Schedule option.
3. Input room schedule details.
4. Once done, click on Save button.
5. To add more schedules, repeat steps 1-4.
6. To remove schedule, right click selected schedule then select
Delete Schedule option. Click on Yes to proceed.
Opening the Shift/Cash Drawer
Opening the shift or drawer allows the user to perform cashiering
transactions. The methods in opening the shift/cash drawer are
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discussed below.
1. From the Menu Bar, select Transactions then select Cashiering
then Open Shift/Cash Drawer.
Figure III-8.1: Cash Terminal Selection Window
2. Select the cash drawer terminal you want to open then click on the
Select button in the Cash Terminal Selection window shown in
Figure III-8.1. This will cause the Open Shift window to appear.
Figure III-8.2. Open Shift window
3. Input the opening adjustment amount the Open Shift window
shown in Figure III-8.2.
4. Select the Ok button when done. The cash terminal is now open for
transactions.
Folio Ledger
The Folio Ledger contains all the transactions of a certain folio. The
methods in opening inserting, voiding and recalling transactions in the
folio ledger is discussed below.
then Folio Ledgers.
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Figure III-9.1. Folio Ledgers List Window
2. From the Folio Ledgers List window shown in Figure III-9.1, select
the folio you want to access by selecting it and clicking on View
Ledger button or by clicking the entry twice.
Figure III-9.2. Guest Folio Window
3. To insert a transaction:
a. Click the Insert Transaction button in the Guest Folio
window shown in Figure III-9.2.
Figure III-9.3. Add Folio Transaction Window
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b. A transaction can be inserted manually or automatically in the
Add Folio Transaction window shown in Figure III-9.3.
i. To insert a transaction manually, click on the (browse)
button beside the transaction code field. Then click the
appropriate transaction twice.
ii. To insert a transaction automatically, input the transaction
code number on the transaction code field and hit the
keyboard Enter key.
c. Input the currency, currency amount, etc. in the appropriate
fields. For charge transactions, input the payment details in
the designated fields if the guest pays at once.
d. Click on Insert button when done.
e. To insert more transactions, repeat steps a-d.
4. To void a transaction:
a. Select the transaction you want to void from the Guest Folio
b. Click on the Void button and select “Yes” when prompted if
you are sure to void the transaction.
5. To recall a transaction:
a. Click on the Recall button to retrieve a list of the voided
transactions.
b. Select the transaction that you want to recall by checking its
corresponding check box.
c. Click on Ok button when done.
d. To recall more voided entries, repeat steps a-c.
Check Out Folio
The Check Out Folio function allows the front desk to check out a
certain folio. Checking out a folio may include routing transactions,
transfer of debit and/or credit and City Transfer.
Check Out
The methods in checking out a folio are discussed below.
1. From the Room Status window, right click on the room you want
to check out then select Check Out.
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Figure III-11.1. Check Out Window
2. To check out a folio:
c. Settle the folio’s balance so that it can be checked out.
d. Once the folio’s balance is equal to zero, click on the Check
Out button in the Check Out window shown in Figure III-11.1
and select “Yes” if prompted to check out the folio. The
guest’s folio will be printed and the status of the room will be
updated to “Vacant Dirty.”
Route Transaction
Transaction routing is useful when transactions are posted to the
inappropriate folio. This is to remove the transaction from the wrong
folio and to post it to the correct one. The methods in routing
transactions are discussed below.
then Route Transaction.
Figure III-11.2. Route Transaction Window
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2. To route a transaction:
e. In the Origin Folio:
i. Input the room number manually or by browsing the active
folios through clicking on the (browse) button.
ii. Select the Sub-Folio from where the transaction/s to be
routed is/are posted.
iii. Select the transaction/s to be routed by checking the
corresponding box/es.
iv. Click on the arrow pointing to the right to transfer the
transaction/s; the arrow pointing to the left will transfer
the selected transaction/s back to the Origin folio.
f. In the Destination Folio:
i. Input the room number manually or by browsing the active
folios through clicking on the (browse) button.
ii. Select the Sub-Folio where the transaction/s are to be
routed.
g. Click on Save button to save the changes.
Transfer Credit/Debit
Transfer of balance is useful when a guest wants his/her balance to
reflect to another guest’s folio. The methods in transferring debit
and/or credit are discussed below.
1. Click on the Transfer Debit/Credit button in the Check Out
2. In the Origin Folio:
a. Input the amount to be transferred.
b. Select the destination sub-folio.
3. In the Destination Folio:
a. Click on the (browse) button to view the active folios.
b. Select the folio you want to transfer the debit and/or credit to
then click on Ok button.
4. Click on Save button and select “Yes” when prompted if you want
to continue the process.
City Transfer
City transfer is a mode of payment where a guest’s charge/s is/are
posted to his/her company. The methods in transacting a city transfer
are discussed below.
1. Click on the Insert Payment button in the Check Out window
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2. To transact a city transfer:
a. Click on the (browse) button beside the transaction code
field. Then click the City Transfer entry twice. Notice that the
total charge amount appears in the amount fields.
b. Click on Insert button.
3. To view all city transfers:
a. From Menu Bar, select Inquiry then select City Transfer.
Figure III-11.3. City Transfer Window
b. Select the Start and End dates in the corresponding drop
down calendars in the City Transfer window shown in Figure
III-11.3.
c. Click on Show button to display the list of city transfers
during the period specified.
City Ledger
City Ledger is the list of all city transfers including the charges and the
payments made. The methods in transacting a city ledger payment are
discussed below.
1. From the Menu Bar, select Inquiry then select City Ledger.
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Figure III-11.4. City Ledger Window
2. To transact a city transfer:
a. Select the account to be paid for.
b. Click on Insert Payment button in the City Ledger window
c. Input the payment details in the appropriate fields.
d. Click on Save button.
e. To pay for more accounts, repeat steps a-d.
Direct Transaction Posting
Direct Transaction Posting allows the front desk to post charges or
payments even without a folio. Transactions that can be posted
directly include charges to and payments by walk-in guests,
commissions and disbursements.
Direct Charge and Payment
The methods in posting non-folio charges and payments are discussed
below.
then Direct Transaction Posting.
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Figure III-13.1. Direct Transaction Posting Window
2. To post a direct charge and payment:
a. Select the Charges tab in the Direct Transaction Posting
b. Click on the Insert Transaction button.
Figure III-13.2. Direct Transaction Post Window
c. Click on the (browse) button beside the transaction code
field in the Direct Transaction Post window shown in Figure
III-13.2.
d. Click on the appropriate transaction twice. Notice that the
Payment area is populated with fields once a transaction is
selected.
e. Input the necessary details in the appropriate fields both in
the Transaction and Payment areas.
f. Click on Insert button. Notice that the transaction is posted
both on the Charges and Payments tabs in the Direct
Transaction Posting Window shown in Figure III-13.1.
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g. To post more direct charges/payments, repeat steps a-f.
Commission
The methods in posting commissions are discussed below.
1. To post a commission:
a. Select the Commission tab in the Direct Transaction Posting
III-13.2.
d. Click on the “PAID OUT/DRIVER COMMISSION” entry
twice.
e. Select “Commission” as the sub account in the Transaction
area.
f. Input the necessary details in the fields both in the
Transaction and Driver Information areas.
i. To select a driver, click on the (browse) button beside
the Driver ID field located at the upper right side of the
screen.
Figure III-13.3. Select Driver Window
ii. Click on the driver’s name twice or click on it once and
click on the Ok button in the Select Driver window shown
in Figure III-13.3.
g. Click on Insert button.
h. To post more commissions, repeat steps a-g.
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Disbursement
The methods in posting disbursements are discussed below.
1. To post a disbursement:
a. Select the Disbursement tab in the Direct Transaction
Posting window shown in Figure III-13.1.
III-13.2.
d. Click on the “PAID OUT/DRIVER COMMISSION” entry
twice.
e. Select “Disbursement” as the sub account in the Transaction
area.
f. Input the necessary details in the fields in the Transaction
area.
g. Click on Insert button.
h. To post more commissions, repeat steps a-g.
Voiding Direct Transactions
The methods in voiding direct transactions are discussed below.
1. To void a transaction:
a. Select the transaction in the Direct Transaction Posting
b. Click on Void button.
Closing the Shift/Cash Drawer
Closing the shift or cash drawer disables cashiering functions. The
methods in closing the shift/cash drawer are discussed below.
then Close Shift/Cash Drawer.
Figure III-14.1: Cash Terminal Selection Window
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2. Select the cash drawer terminal you want to close then click on the
Close button in the Cash Terminal Selection window shown in
Figure III-14.1. This will cause the Close Shift window to appear.
Figure III-14.2. Close Shift window
3. Input the necessary information and remarks needed to the cash
drawer in the Close Shift window shown in Figure III-14.2.
4. Select the Ok button when done. The cash terminal is now close for
transactions.
Day-End Closing
Closing the shift or cash drawer disables cashiering functions. The
methods in closing the shift/cash drawer are discussed below.
1. From the Menu Bar, select Transactions then select Night Audit
then Day-End Closing.
Figure III-15.1. Day-End Closing Window
2. To process the night audit:
a. There should be no expected arrivals and departures to be
able to process the night audit. Else, expected arrivals and
departures should be settled.
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FOLIO PLUS MANUAL
b. If there are no expected arrivals and departures, click on Ok
button.
c. The system automatically posts room charges to occupied
rooms including other necessary charges. The system date
increments by one and reports are generated.
Available Rooms Today
The Available Rooms Today is a feature that shows unblocked and
unoccupied rooms including information like status, type, and duration
of availability.
To access this feature, select the shortcut icon for Available Rooms
Today from the Shortcuts Toolbar.
Figure IV-1. Available Rooms Today Window
To change the duration of availability of the rooms, increment or
decrement the No. of Days field located at the upper left corner of the
Available Rooms Today window shown in Figure IV-1.
You can also opt to display the window every system start up by
clicking on the Show at startup box located at the upper left corner
of the screen.
Folio Ledger History
Folio Ledger History allows you to search for and view the past folio
ledgers of an individual guest or a company.
To access this feature, navigate the Menu Bar then select Inquiry
then Folio Ledger History.
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FOLIO PLUS MANUAL
Figure IV-2. Folio Ledger History Window
There are three ways to search for a folio: individual search, company
search, and folio ID search.
Individual
1. Select the Individual tab in the Folio Ledger History window
shown in Figure IV-2.
2. Input the complete or a part of the guest name to be searched.
3. From the suggested match list, click on the guest’s name twice.
4. View the folio history of the guest by clicking on the name twice
or by selecting it then clicking on the View Details button.
Company
1. Select the Company tab in the Folio Ledger History window
shown in Figure IV-b.
2. Input the complete or a part of the company name to be
searched.
3. From the suggested match list, click on the company name
twice. A list of the guest/s registered under the company is
shown.
4. Select the guest by clicking on the name twice or selecting it
then clicking on the View Details window. A list of the folio/s
registered under the guest, including some details, is shown.
5. View the individual folio history of the guest by clicking on the
entry twice or by selecting it then clicking on the View Details
button.
Folio ID
1. Select the Folio ID tab in the Folio Ledger History window
shown in Figure IV-b.
2. Input the complete folio ID to be searched. A list of entry/ies
that match/es the folio ID inputted is displayed.
3. View the folio history by clicking on the entry twice or by
selecting it then clicking on the View Details button.
Transaction Register
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FOLIO PLUS MANUAL
Transaction Register allows you to view all the transactions made
within a specified period by all system users or by the system
administrator.
then Transaction Register.
Figure IV-3. Transaction Register Window
To change the duration of the covered period, modify the Start and
End dates located at the upper part of the Transaction Register
window shown in Figure IV-3. To view the list of transactions within
the specified period, click on the Show button; to print it, click on the
Print button.
In House Guest Forecast
In House Guest Forecast allows you to view all rooms that are
occupied, have confirmed reservations, and those that are blocked on
the specified date.
then In House Guest Forecast.
Figure IV-4. In House Guest Forecast Window
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FOLIO PLUS MANUAL
To change the forecast date, modify the Date in the In House Guest
Forecast window shown in Figure IV-4. To print the list, click on the
Print button.
Room Occupancy Trend
The Room Occupancy Trend is a report on the general room and
function occupancy of the hotel. Also, it shows the wait list population,
the actual number of arrivals and departures, and the total room sales
on the specified period.
To access this feature, navigate the Menu Bar then select Reports
then Room Occupancy Trend.
Figure IV-6. Room Occupancy Trend Window
To change the covered period, modify the Start and End dates located
at the upper part of the Room Occupancy Trend window shown in
Figure IV-6. To view the report, click on the Show button; to print it,
click on the Print button.
Change Password
A system user may change his/her password through the Change
Password option.
To access this feature, navigate the Menu Bar then select File then
Change Password.
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FOLIO PLUS MANUAL
Figure IV-7. Change Password Window
To change the password, input the necessary information in the three
fields in the Change Password window shown in Figure IV-7; the last
two fields should match to successfully change the password. Click on
Ok button to save the change.
Lock Screen
A system user may lock the screen for unauthorized use through the
lock screen option.
Lock Screen.
Figure IV-8.1. Lock Screen Window
To unlock the screen, simply type the password in Lock Screen window
shown in Figure IV-8.1 and click on Ok button.
Log Off
Log out option is used when the current user’s shift ends or another
user wants to log in.
Log Off. If the cash drawer is still open, you will be prompted if you
are sure to log off with the cash drawer open. Select “Yes” to continue
logging off; select “No” to discontinue.
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HRO4A: Front Office Finals 01 folio plus manual

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HRO4A: Front Office Finals 01 folio plus manual