Document Issue

Modified on: Mon, 3 Oct, 2022 at 12:24 PM

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Now that you know how to post charges and payments to the folio, we can examine how the final document is issued. The document can be issued after closing the folio. Here is how to do so:

Guest document

The easiest way to find a booking folio by opening the booking for review. Find the folio in the “Rates and folios” section. If NO corrections to the existing charges or the billing to details, you can close the folio directly from here:

  • Through the 'Pay' (1) button you can add a payment, if the folio is unbalanced;
  • Close the folio through the 'Close'(3) button. The system will suggest making your choice among the possible document types that are already set up;
  • Select the document type and you are good to go;

OR

  • Open (2) the folio for review;
  • In the 'Billing to' (4) section, you can change the folio's recipient's details. Through the 'Edit' (6) button you can make corrections to the details of the current one, and through the 'Change' (7) button you can select a new one;
  • In the “Payment” section, add a payment, if necessary;
  • If corrections to the charges are needed, make them before closing the folio;
  • When ready, close the folio through Issue->Close (8) button;
  • The system will suggest making your choice among the possible document types that are already set up. Select the respective type to close the folio;
  • You will see the document printout format. You can print it through the 'Print' button or send it to the customer via email through the 'Send' button;

Note: In closed folios, you cannot make changes to the charges. You cannot change the Billing to details, you can only make changes to the existing recipient. Naturally, the addition of payments is allowed.
Important: Clock PMS+ allows you to close an UNbalanced folio. The feature is controlled through PMS+ right->Folio: Close folio with outstanding balance.

Company document

If a folio is created for a Company profile, it is automatically selected as its recipient. If it is a booking folio, however, it is necessary to change its billing to details before closing folio, so that you can issue a document to the company. Here is how to do so:

  • Open the folio for review;
  • To select a new recipient, click the 'Billing to' (5) or 'Change' (7) button in the 'Billing to' section;
  • Select Company (9). If the booking has an already selected company, it will be suggested for selection. Otherwise:
  • Use the search engine to check if the company you are looking for is in the database. The quickest way to do so is its identification number;

OR

  • To add a new company, use the 'New' (10) button.

  • Confirm your company selection through 'Select' button (11);
  • Follow the familiar steps to add a payment to the folio. 
  • Close the folio through the Issue->Close (8) button;

Non-resident document

We have already mentioned that non-resident folios are intended for the cases when you need to issue a document to a person not being a hotel guest. To add the folio:

  • From the navigation menu, select Other functionalities->Non-Resident Folios;
  • Use the 'Add Folio' button to create a new folio;
  • Post the charges and payments to the folio in the already familiar way;
  • Before issuing the document, if necessary, you can change the Billing to details in the manner described above; 
  • Close the folio in the above manner.

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