This page highlights the Top Help Articles users have found to be most usefull when working with the MyPMS Folio Screen:

Knowledgebase Articles:

Room Rent wasn't posted, How do I manually charge Room Rent?

How do I Refund payments and Direct Bill postings to a folio? 

How do I transfer a payment between two bookings not in a group?

How do I remove an incorrectly applied payment to a Credit Card?

Manually Dating Items / Charges to a Folio

Managing Gift Certificates

User Manual Articles:

MyPMS User Manual (Folio) 

 MyCard Video Tutorials (The MyCard Module allows Automated Credit Card Payments to your Merchant Account) :

MyCard Series- Video Playlist

Folio Video Tutorials:

Related Articles:

Manage Credit Cards Screen Behavior - void and modify auths, settle, and Delete.

How do I release / void an authorization?

Why some authorizations can be voided or incrementally adjusted, and others can not be?
Understanding the Accounts Receivables (AR) and Direct Bill System

Direct Bill credit limit exceeded

...when posting a BD:<company>.

You have a few choices at this point:

• Increase the credit limit available to the Company (this is set and managed in the Setup area and requires 'setup' privilege to access).
• Pay down the A/R (ie, get monies from the Company to pay down the 'accounts receivable' which increases the credit limit)
• take payment in some other manner for the booking.

The Direct Bill credit limit exceeded is a warning that is intended to make sure that you don't continue to give credit to Companies that are not paying their bills.

Option 1: Discount Rate Plan

If you simply need to give a discounted rate and the guest doesn't need to "see" the discount on the folio, then apply the discount to the Rate Plan. If you want the discount to appear as a separate transaction on the guest folio, the go to option 2.

• Prior to check in or before any RENT items have been posted, simply edit (Edit Tab) the booking and change the rate to the appropriate rate plan.  If there isn't a predefined rate plan, select Manual rate and enter in the discounted rate.
• After check in or after RENT items have been posted, you can modify the RENT item you wish to discount to give it a new value. To do so locate the RENT(s) or Item(s) postings you wish to discount on the folio and click 'Modify Amount'.
• In the 'New Amount' field enter the new dollar amount, not the amount of the discount.  For example if you had a $150 room rent posting and you wanted to give the guest 10% off ($15) in the new amount field you would put $135.00.  The system will post a reversal of the original $150 and then re-post the room rent in $135 including the recalculated taxes. 
  

See Modify Rates

Option 2 : Giving Discount on Folio

If you want to apply a discount as a separate line item to a guest folio so that it appears to the guest on statements, then you must set up an inventory item called "discount" and then go to the folio to apply the discount.

Step 1: Setting up the discount item:

1. First create a "Discount" Inventory Item you wish to use in the setup area. Go to SETUP | PARAMETERS | INVENTORY ITEMS
   
2. If  you want the discount to also decrease your tax liability,  then the item should be put in the group,  RENT. if this is the case, make sure that the item you setup for the discount has tax values that match your RENT item. If you don not want taxes applied, then create or assign a different group.
   
3. Unless the value of the discount will always be the same, we recommend you leave the sell value blank.

See Add Inventory Items

Posting the discount to the folio: Once you have your discount item(s) created you're ready to post the discount to the guest.  

1. Open the Guest booking details and go to the Folio.
2. Go to "Add Charge" and select your discount inventory item.
   
3. Enter the Quantity as negative number(i.e. -1)and the unit price as the positive amount ( i.e. 20.00)
4. Click apply payment and the transaction will be applied to the guest folio.

For example to provide single $15 discount you would enter qty -1 and unit price 15.00, which will make the amount -15.00.  Then simply click apply charge and the -15.00 and negative applicable taxes will be posted to the guests folio. 

 See Give a Discount

Option 3 : Giving TAX Discounts or REMOVALS on Folios

Taxes aren't tied to a rate, but they are married to the Inventory Item they are setup with.  The Inventory Item: RENT is linked to the Rate, but the same is true of 'beer', 'candy', etc.  There are some jurisdictions where it is illegal to present a taxable Item separate from it's tax value on an invoice (which is what a Folio is).  Thus, the two - Items and Taxes - are married together.

Step 1: Set up the 'reversal' item as detailed above and make sure it is set to be non-taxable.  We like 'Miscellaneus Item' as a good 'catch all' Item for this purpose.  When applying the reversal to the folio, use a Description comment to explain what and why you are doing this.

Posting the reveral item to the folio: Once you have your item(s) created you're ready to post the reversal to a folio.  

1. Open the Guest booking details and go to the Folio. 
2. Go to "Add Charge" and select your 'reversal' inventory item. 
   
3. Enter the Quantity as negative number(i.e. -1)and the unit price as the positive amount ( i.e. 20.00)
4. Click apply payment and the transaction will be applied to the guest folio.

For example to provide single $15 reversal you would enter qty -1 and unit price 15.00, which will make the amount -15.00.  Then simply click apply charge and the -15.00 and teh reversal without taxes will be posted to the guests folio. 

Knowledgebase Articles:

**Selling Packages Online** Complete Guide to setup and selling packages.

How do I use promo codes to offer discounts or packages on my website?

Managing Images for Room Types, Packages, Items, and the Property

Restriction Warning on Dynamic and Fixed Packages

What Products Do I Need to Sell Packages Online?

Coupons and Codes to Access Unique Rates, Rooms, or Packages

NEW! Package Rates: Package Detail Link

Learn how to avoid the complexities of Packages if you simply want to track Cleaning or Meals plan Items (for example).

User Manual:  MyPMS Packages

• Dynamic Packages
• Fixed Packages
• Allocating Packages
• Adding and Managing Items
• Promo Codes - Packages

Related Articles:

Managing Rates and Availability to your Front Desk, Website, GDS and Global Booking Networks via MyPMS

Create a new reservation for a guest called 'Direct Bill Charges For <Company>', assign the Cpmpany to the booking, and then cancel it immediately. Use this cancelled folio for charges and payments to this Company as you would a House Account folio.

We recommend a new ‘reservation’ for each Company account you need to do this for.

While the above solution is not as elegant as we desire, it does work correctly from an accounting perspective. Expect the ability to Add a Direct Bill to a House Account in the near term.

To unlink an individual booking from a Group booking, follow these steps:

1. Locate the Individual booking, either through the Group Booking or confirmation #, name, etc.
2. Go the the BOOKING Tab and go the Booking Information section.
3. You will see the group name and an unlink icon. Click the icon to unlink the booking.
   

Related Articles

How do I Transfer Payments between two bookings not in a group?

MyPMS Groups: Top Help Articles

If these payments are posted 'along the way', the A/R will reference a folio that may have additional payments to it at a later date. For example, if you were to Apply Payment on 5/4 via "DB:<company>" and then do it again on the same booking 2 weeks later on 5/18 for the "DB:<company>" , the original invoice (folio) would be referenced but a new A/R amount would be there. ie, a second payment took place.

To avoid this in a long-term, extended stay scenario, do one of the following;

• Check the Guest out each week/ month /etc and issue the "DB:<company>" only once at 'checkout' and then create a new cloned booking for the next week/month. Do this each week to cleanly separate what was 'consumed' and what was 'billed' to the Company.
  
  
• For each week, 'Add New Folio' to the booking and post each week's "DB:<company>" payment to a new folio on the same booking. This will create a separate folio (invoice number) that won't change and the booking can be as long as desired. You might even call the folio 'Week 1', 'Week 2', and so on. 

There is a two column reporting system for payments and charges in Folios.  Next to each transaction you will see two icons: Modify (change $ amount of transaction) and Delete (deletes transaction from folio)

• Charges and Payments: The two column format allows you to  see each charge or payment as a line item with a corresponding $ amount in the Charges or Payments columns. The total of each column is shown at the end with the Cusomter balance shown at the end of the Folio.  A positive balance indicates an $ amount due. A negative balance indicates a credit balance due to a prepayment or deposit.

• Modify and Delete Icons: Click on each icon to either Modify (change $ amount of transaction) or Delete (deletes transaction from folio)

 The following are the main functions of the Folio:

MyPMS Folio - Top Help Articles

How do I Transfer Payments between two bookings not in a group?

Transferring Postings (Charges and Payments) Between Folios

Manually Dating Items / Charges to a Folio

To use the House Accounts for Gift Certificates, see Setup Gift Certificates.  

If setting up POS printers (Point of Sale), read this article to create custom printers and receipts.

Go to FRONT DESK | HOUSE ACCOUNTS to set up, manage and print House Folio accounts. The Primary Folio serves as your main House Account Folio and will always display as the default when you go to the House Accounts.

• When you Add a Charge or Payment, it will automatically post to the Primary Folio unless have created another folio and chosen it when applying the transactions. See Add Folio
• When Setting up a new folio, you have the ability to indicate which charges should automatically be charged to that folio. In the example below, Dinner is set to automatically charge to the Restaurant folio and the gift items to the Boutique folio. This can be changed manually at time of charge, bu this is a convenient way to ensure the charge goes to the correct folio. See Edit Folio
• House Account folios can be open and closed at anytime as long as they are balanced. To balance the folio, a corresponding charge and payment must be applied. See Balance Folio and Close Folio
• Remember each folio must be balanced in order to complete night audit, so be sure to make charges and take payments in the correct folios. If you are using a daily folio or have a one-time charge, you can close the folio after it is balanced. The transactions will be recorded and viewable in the Transactions Report. See See Folio and Night Audit
• After a folio is closed, it can be located by using Search Folio

See the MyPMS User Manual for examples and step-by-step instructions on setting up and  managing House Account Folios

• Add Folio
• Edit Folio
• Add Charge
• Close Folio
• POS Receipt Function
• Search Folio
• Add Payment
• Print/Email Folio

Related Articles

To Close a House Account Folio. See Closing House Account Folios

To use the POS Reciept Function. See House Accounts: POS Receipt Function

To view and edit your POS Receipt. Go to SETUP | PARAMETERS | LETTERS and choose the POS Receipt Letter. You can then customize the  Receipt with Merge Fields.

How to use Merge Fields

• Today's Date: Displays the current date.
• Hotel Details - Inserts Hotel details: Entered in SETUP|SETTINGS|SITE DETAILS
• Details - Inserts financial information from the Payment Information and Folio of Booking Data
• Marketing and Policies - Inserts information from Marketing and Policies. SETUP|SETTINGS|MARKETING AND POLICIES

Using the POS Receipt function in House Accounts

• Go to FRONT DESK | HOUSE ACCOUNTS
• Select the House Account Folio.
• Select the items to appear the POS Receipt by putting a check mark in the box next to the transaction. To choose all items, check the box next to Date in the top left corner of the folio.
  
• Once you have selected the items, scroll down below the Folio and you will see "Print checked items to POS Printer" . Choose Print or Email from the drop-down list and a new window will automatically open with the Receipt containing the transactions you selected. 
• Note: The first time you use the POS Receipt, a message will appear prompting you to create a POS Receipt Letter. See instructions below.

Set-up and Customize POS Receipt Letter

• To view and edit your POS Receipt. Go to SETUP | PARAMETERS | LETTERS and choose the POS Letter by clicking on the Letter I.D.. POS Receipt Letter and Merge Fields
  
• To create a new POS Receipt. Follow the steps to Add A Letter and choose the POS Letter Type. This new Letter is used in conjunction with the "Print checked items to POS Printer" and will open when you click either Print or Email in the drop-down list.
  

 Related Articles

Folios: Closing House Account Folios

House Account Folios

POS Receipt Letter and Merge Fields

Go to FRONT DESK | HOUSE ACCOUNTS 

• Search Folio: Use the Search function in House Accounts, located in the last Tab to search and display House Account folios by name or folio number for historical review. A highlight is that House Account folios can be closed, yet still searchable and reprinted at a later date.
  
  • Choose the Search Folio Tab available in folio tab list across the top.
  • Choose your search criteria by Name, Folio # or Status. Use partial numbers or letters to get a list of folios with those characters.
    
  • Select the status of the folio search: Open or Closed. If you leave it at Select all and click search, it will return a list of all folios.

• Print or Email:
  
  • First click on the Folio by choosing in the Tab list at the top.
  • Click on the Print or Email links in the top right, above the folio. A new window will appear with statement of all of the transactions in the particular folio.
  • To create a statement with specific items from the primary folio:
    • First Add a new folio
    • Go to the primary folio and select the items by checking the box next to the transactions and then go to the "Transfer checked items to" below the folio and choose the newly created folio from the drop-down list.
    • Go to the newly created folio and print or email a statement with only those folio items. If you need to add or edit information to the statement, then choose the email function. Print versions can not be edited.

• Customized Receipt Function: See, Customized Receipt Function Note: you must have the POS Module enabled to use these function.

Related Articles

Folios: Closing House Account Folios

House Account Folios

Managing Gift Certificates

POS Receipt Letter and Merge Fields

• The link is visible next to the Package Rate in the New Bookings and in the Booking Details when a Package Rate is chosen.
• When clicked a pop out window will appear with the itemization of the Package. 

Please note: (This feature is available only to users of the Packaging Module)

 Related Articles

Setting Packages
Managing Images for Room Types, Packages, Items, and the Property
Restriction Warning on Dynamic and Fixed Packages
What Products Do I Need to Sell Packages Online?
Coupons and Codes to Access Unique Rates, Rooms, or Packages

Each Individual and Group booking has a Folio Tab in the Guest Booking Details.To manage the folio of a Guest Booking, locate the booking and then click on the Folio Tab in the Booking Details.

To check out a booking, the guest folio must be balanced to insure that all all payments due and that the guest balance is at $0 at checkout. Balancing the folio can be accomplished in several ways by adding charges, applying payments, giving refunds, giving discounts, etc.

The system provides two methods to  insure that all Folios are balanced and all payments are received before a guest can check out and the system date can be incremented to the next day.

The two methods are:

1. Balance Folio at Check out
2. Balance Folio in Night Audit

For step-by-step instructions on how to balance the folio and examples see online manual Balance Folio

Best apporach: Create a rate plan you call 'comp' or 'free', make it $0,  and assign this $0 value Rate to the day(s) you wish to comp a booking.  This way, one can run a number of Reports and find out  'how many?' comp rates were given over a time period by searching via Rate.  How to make a Rate?  See: https://support.bookingcenter.com/index.php?/Knowledgebase/Article/View/542

Another approach is to simply make a Manual entry for the Rate you have assigned and make the value $0.  This works, as well, but requires manual intervention as well as makes identifying 'how many?' comp rates were given over a time period.

It may be a good idea to also use a Guest Type code for the types of 'comp rooms' being given, such as 'owners' or 'employees' so one can differentiate betwen the comp rooms given over a time period.

There have been some managers who wish these 'comp rooms' to not have any implication on ADR or REVPAR.  In this case, it is important to keep the Rates as normal, but issue a Payment on the Folio that 'writes off' or 'comps' the cost of the booking as a business loss.  This requires giving staff the ability to choose a Payment method on Folios that could possibly be mis-used, so proceeed with caution with this apporoach.

1. If the Cleaning fee is for tracking purposes only, and is already embedded into the Rate, then the easiest way is to use the 'Include Items' approach that is defined here.  This assumes the Rate has the price for the ‘fee’ built-in, and there is no need to make a specific Folio Charge. Basically, you wish to have a simple way to track Cleaning fees or a Meal Plan for specific bookings.  
2. If the need for price variation exists, ie, in one Room you want a $35 cleaning fee applied to the Rate, but another Room requires a $65 cleaning fee AND/OR you want the fee added as a Folio Charge to the booking, then you have two choices: 
   1. Use the Item Included Rate that is available for an Item to be added to a Rate and tracked with and/or without Costs and Taxes.  This is availale to all MyPMS and Channel Manager customers and is free, fast, and easy to setup.
   2. Use the Package Module to include multiple Item(s) in a Rate, dynamically priced with each Item taxed propertly and in the right recurring amount, based on the booking duration. This is a more comprehensive approach, but requires the purchase of the Package Module to enact.

In the case of the Package approach, the steps are as follows:

1. Make sure you have purchased the Package Module for your property.    Contact us if you need this for your property.
2. Figure out the Items you are going to need included in your Packages.  See: Adding and Managing Items for help doing this.
3. Build the Package Rate you need for each unique Item you want, making sure to get the descriptions, "from" "to:" (when it's available) and other aspects of the Package correct.  This is when you will add the Items you created in Step 2 above.  Make sure to get the price correct when you add Item(s) to the Package.
4. Once you have the Packages built correctly, you need to need to allocate them to where you want them booked, and with the correct Room Types you want them made available.  See: Allocating Packages for details on doing this.  You llikely will want your website (usuallly Agent: BC) and front desk (Agent: MYPMS) as places these Packages can be booked.
5. Make some test bookings and watch how the Items that were included in the Package get posted to the Folio and affect the Rate.  You can cancel your bookings after fine-tuning this.

For more help understanding Packages, see the "Packages - Top Help Articles" page.

Here are a few common questions when managing these types of bookings:

• Rates - We have a KnowledgeBase article here detailing Rates, with a focus on the Daily, Weekly, and Monthly Rates.

• Direct Bills and managing Company accounts paying Long Term Stay guests can be read here.

• Extending Long term stays, pre-charging rent and tax exempt booking status for Long Term Stay guests should be read here. 

• Read about the In-House Guest Ledger report that identify Long Term Stay and Extended Stay guests needing additional payments. 

Ask us for any further assistance understanding managing the unique needs of Long Term Stay guests.

• It will allow some bookings to 'fall through the cracks', such as those booked the same day as arrival. For customers who are setup for Self Check-in, the system knows if a booking is received (from Booking.com or Expedia, for example) for 'today' and immediately begins the automation setup as per the Self Check-in guidelines.  This contrasts to Auto Letters, which are only sent once per day, so these 'same day arrivals as booked' bookings would have to be manually delivered via a Letter you issue manually.
• Also, their is no way to initiate payment automatically with the Guest agreeing to 'pay now', which is a core part of self check-in that guarantees payment has been received prior to delivery of a Lock Code. Rather, you will have to manually apply payment to the folios to get payment.
• Because the Guest will not be required to check an "I Agree' button to initiate payment, this provides less support in the event of a dispute.  The only guarantee one would have to support a dispute would be the eSign letter. That is less desireable than a proper Self Check-in where an explicit message is displayed to accept payment terms.
• The eSign letter will also have to be manually confirmed to be signed and on file before the Lock Code goes out, as no Self Check-in process would verify that it is on file and received prikor to delivery of a Lock Code.

Such scenarios are less than ideal, in order to save on costs, but can be done if one wishes to use Auto Letters to automate the delivery of Lock codes.