BookingCenter | Help | MyPMS

Working with Folios in MyPMS

Managing Folios

There is always a primary Folio attached to a booking. This Folio will be the collection of all daily Room & Tax postings and any charges (such as telephone calls). When these charges post automatically, they will post to the Primary Folio or to the additional folio that was setup when clicking 'Add Folio' and configuring charges via the 'Folio Setup' screen. If the reservation's status is "Checked Out", the Primary Folio will always have to have a zero ($0) balance to clear Night Audit.

Splitting Folios

If one of your bookings desires to have a secondary folio (the case for some corporate or wholesale bookings) then you can create a Secondary Folio. This is done by clicking Add Folio and adding those charges - one by one by right/clicking 'move to' the Secondary Folio. More information on Multiple Folios can be found here.

Authorizations on Folios

Authorization are only captured for the primary folio. If the credit card that the guest checked in with is being used to pay for room and tax, then room and tax should be posted to the primary folio. If the room and tax are going to be direct billed, it is the same. Basically, the number in the 'Projected income' field the credit card used during check in is going to be captured for authorization, plus any amount setup as the 'incidental' auth charge for the property.

For example, if the Projected income (room revenue + tax for the stay) is $268 for a two-night stay and the 'incidental' charge is $10 per night and $20 flat fee (set in the Hotel Setup area), then the auth will be $268 + (2 nights x $10) + $20 (flat fee) for a total authorization of $308.00

If there are some charges on the secondary folio that the card is being declined for, move those charges to the primary folio by right clicking on them, moving them, and then you can even edit the credit card charge as long as the batch hasn't been sent.

'Declined Transaction' After An Authorization Was Received

When a user attempts to post a charge, they may have a charge declined on the Secondary folio that they expect to be approved and it is declined. This is due to the fact that the card's authorization was charged the Primary Folio total at Check In (plus additional authorizations as described above). We recommend that all primary charges (room rent and tax) go through on the primary folio. If there are charges on the secondary folio that the card is being declined for, you can move those charges to the primary folio by right clicking on them. You can edit credit card charges, so long as the batch hasn't been sent.

SERV NOT ALLOWED : Transaction not permitted-Card
If you receive this error, a code of 57, it is because the card being used is a corporate card that has blocked access to certain merchant category codes. You will need to use a different card - there is no work-around to this error.

Viewing and Altering Authorization Information

By choosing the 'Credit Card' Action on the Guest Data screen, choosing EDIT, and then scrolling to the bottom of the page, you can view all authorization data used by that credit card with complete transaction details. In addition, if you place a number and click the MODIFY button, you can alter the authorization amount greater or lesser than what was authorized at check in. If the card is a Visa card, you can actually release the authorization, freeing up the Visa card holder's account for additional purchases. Note - this ONLY works for Visa, as other credit cards do not support this feature.