Language: Vietnamese

Function (Function Description)	The “Folio” screen allows you to see the details of all revenue transactions, revenue/chi, payment related to 1 personal booking (including room transactions, services, taxes/fee, payment, deposit, paid, etc.), and perform Post/Void/Transmission & Split transaction/Post deposit/Refund deposit/Payd out.
Version (Version)	v1.0
Creation date (Created at)	Feb 13, 2026
Conditions of use (Prerequisites)	The device has been whitelist IP address, has a VPN and has a stable network connectionThere is an account that logs into the PMS. In case the user does not have an account, it is necessary to contact the Support team or Admin to create an account.Users have been decentralized to use the function “View booking details” and other related rights such as “Checkin”

Version log

ID	Version	Description	Updated at	Updated by
1	ver1.0	Update the document for the first time		Sun

1. Folio Screen Overview

1.1. Purpose

Folio Screens are used by Reception, Cashier, Accounting, Supervisor to:

• See the full financial transaction associated with a personal booking:
  • Charge room, surcharge, service
  • Taxes, fees, surcharges
  • Payment (pay), Deposit, Refund deposit, Paid out
  • Adjustment, reduction, refund, transfer to other folio
• Performing financial operations:
  • Recognize more charges (Post)
  • Misaligned (Void)
  • Transaction or transaction separation (Transfer & Split)
  • Record payment/deposit, reimbursement deposit, paid out

1.2. Objects of use

• The Receptionist (Receptionist)
• Cashier/ Cashier
• Hotel Accounting
• Supervisor/Management (Supervisor/FO Manager)

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2. Description of Folio Screen GUI

Note: Re-check the control name according to the actual label on your IMS UI.

2.1. Information area booking (booking header)

Schools are usually displayed:

• Guest name : Main guest name
• Booking number / Reservation code
• Room number
• Stay date: Arrival date – Departure date
• Status : Booked / Checked-in / Checked-out / No-show / Cancelled
• Market / Source : Type of guest, source of booking
• Rate plan : Applicable room rate
• The balance:
  • Total charges: Total charge
  • Total payments + total payment + deposit used
  • Balance: Balance owed (+) or excess money (-)

2.2. Select area of folio / filter

• Folio selector:
  • Folio A, Folio B, … (if the system divides multiple folios for the same 1 booking)
  • Type of folio: Guest folio, Master folio, Incidental folio…
• Filter trading (if any):
  • According to the date range (from date – to date)
  • According to transaction type: Room, Service, Tax/Fee, Payment, Deposit, Refund, Paid out …
  • By status : Posted, Voided, Transferred …
  • Checkbox Includes voided transaction (if any).

2.3. List of transactions (transaction list)

Typical columns:

• Post date: Date of recording
• Stay date / Service date : Date of stay/day of use of the service
• DescriptionDescription: Interpretation (e.g. Room charge, Breakfast, Laundry, Visa fee…)
• Reference / Folio no. / Document no. (if any)
• Quantity
• Unit price
• Amount : Amount of the transaction
• Type: Charge / Payment / Deposit / Refund / Paid out …
• Payment method/Channel (for payment/deposit)
• Created by : Traders
• Modified by / Voided by / Transferred by (if available)
• Status : Posted / Voided / Transferred / Split / Adjusted
• Related folio / Related booking : used for transfer/ split transactions.

2.4. Synthetic Area (Summary)

• Total charges
• Total Paying
• Total deposits
• Total refunds
• Total paid out
• Balance (Outstanding amount or overpaid amount)

2.5. Toolbar (Action toolbar)

Main Function Buttons:

• Post (Post transaction / Post charge)
• Void
• Transfer and Split Transaction
• Post payment
• Post deposit
• Refund deposit
• Paid out
• Sub nodes (if any):
  • Print folio / Export PDF / Export Excel
  • View log / Audit trail

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3. Post transaction (Post charge)

3.1. Purpose

Record a new revenue/charge transaction into the booking’s folio, for example:

• Charge room money
• Charge service (drinking, laundry, minibar, extra bed…)
• Charge (surcharge, late check-out fee, early check-in fee…)
• Charge adjustment (adjustment, promotion, discount according to policy).

3.2. Basic Manipulation Steps

1. Opening the Folio screen of the booking needs to be manipulated.
2. Choose the right Folio (if booking has multiple folio).
3. Press the Post button.
4. On the Post Transaction popup:
   • Select the Transaction code/Tae Item (e.g. Room charge, Breakfast, Laundry, etc.).
   • Enter Stay date/service date (if different current date).
   • Enter Quantity.
   • The system calculates the Unit price and Amount itself according to the price configuration, allowing correction (depending on the decentralization).
   • Select Tax/Service charge (if the split configuration).
   • Enter Remark/Note (if necessary).
5. Check the information -> Click Save / Post.
6. Transactions displayed on the transaction list with status PostedPosted.

3.3. Edge cases & how to handle

Case 1: Post charge when booking Check-out

• Mô tảGuests have checked-out but generate extra charge (minibar, laundry …).
• Acts of expectation :
  • Allows post charge if the user has permissions (e.g. Supervisor).
  • The system can warn: “Booking has been checked-out. Do you want to continue?”
• Instructions for processing :
  • Check with guests/accounting.
  • If it is true, select Yes to post charge.
  • If you are not sure, cancel the operation, exchange with Supervisor.

Case 2: Post charge for Cancelled/No-show

• Guest no-show or cancel the room but still charge a fee (e.g. cancellation fee, no-show fee).
• Acts of expectation :
  • The system can allow the post of special fees (Cancellation/No-show fee).
• Instructions for processing :
  • Only post the transaction codes specified by the hotel for this case.
  • Clearly state the Remark: the reason for the fee, the number of decisions / email confirmation.

Case 3: Post charge exceeds the limit/policy

• Post charge with unusual (very high) price or quantity.
• Acts of expectation :
  • The system warns or requires the rights of Supervisor.
• Instructions for processing :
  • If you don’t have permission, contact Supervisor.
  • Take full notes of the reason for adjustment.

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4. Functional Void transaction

4.1. Purpose

Cancel a wrong post transaction (misimporting the service type, wrong amount, post mistaken booking …).

4.2. Basic Manipulation Steps

1. On the Folio screen, select the transaction line that needs void.
2. Check out:
   • Transactions are also allowed void (not locked book, not night audited, not moved to other folio …).
3. Press Void the Void button.
4. On the Void transaction popup:
   • Enter the reason (required).
   • Enter the Remark in detail (encouragement).
5. Press Confirm/Void.
6. The result:
   • The transaction moves to the Voided state (still visible, but not in total).
   • Voided by, Voided at.

4.3. Edge cases & how to handle

Case 1: Unable to void due to blocked transaction (Posted in closed period)

• Mô tảDescription: Trading in the locked period (after night audit or end-of-month closing).
• Acts of expectation :
  • The system does not allow void, displays the message: “Transaction in a closed period. Void is not allowed.”
• Instructions for processing :
  • Do not manually back-date or unlock the book.
  • Contact Accounting/Management to review with offset transactions (e.g. post negative charge or credit note if PMS supports).

Case 2: Can’t be void because the transaction has transferred to another folio

• Mô tảDescription: The transaction line has been transferred to another folio.
• Acts of expectation :
  • The system requires void at the destination folio or does not give void if settled.
• Instructions for processing :
  • Follow the link Related folio / Related booking, open the right folio destination.
  • Perform void at the target folio (if allowed).
  • If the transaction has been settled, communicate with the Accountant to handle according to the internal process.

Case 3: Void Mistakes Transactions

• User void mistakenly a correct transaction.
• Acts of expectation :
  • Can’t “unpaid”; must re post new transactions.
• Instructions for processing :
  • Post the transaction is true to the same information.
  • Take note in Remark/Audit trail for easy-to-reconciliation accounting.

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5. Transfer and Split transaction

5.1. Purpose

• Transfer: Transfer the entire transaction (charge/payment …) from one folio to another (with booking or booking).
• Split: Separate a transaction into several parts (e.g., room invoices divided by many guests).

5.2. Basic Manipulation Steps

1. Select the transaction line that needs Transfer/Split.
2. Press the Transfer and Split Transaction button.
3. On the popup:
   • Select the transfer or split mode.
   • Select Folio destination/book destination (if Transfer).
   • Enter the ratio or amount to be split (if split).
4. Check the total amount after separation (must be correct = the initial amount).
5. Press Confirm Confirm.
6. Updating System:
   • The original transaction can be mounted with Transferred/Split status.
   • Create new transactions corresponding in the target folio or the same folio (for splits).

5.3. Edge cases & how to handle

Case 1: Transfer to Check-out/Cancelled Booking

• Mô tảDescription: Want to transfer the charge to the checked-out booking or cancel.
• Acts of expectation :
  • May not allow, or allow if the user has special permissions.
• Instructions for processing :
  • Restrictions on implementation; if necessary, exchange with Accounting/Supervisor.
  • Consider creating the right booking/folio to receive transactions.

Case 2: Split transaction with unbalanced amount

• Mô tảDescription: After entering the amount for each part, the sum of the original amount.
• Acts of expectation :
  • The system does not give save, displays warning.
• Instructions for processing :
  • Check the portion amount.
  • Adjust until the sum = the initial amount.

Case 3: Transfer payment between other bookings

• Mô tảA payment wants to be moved to another booking (e.g., the company pays for multiple bookings).
• Acts of expectation :
  • The system allows if the accounting policy allows.
• Instructions for processing :
  • Check the vouchers, payers.
  • Write a clear Remark (e.g., “Company ABC Pays for Booking XYZ”).
  • Refer to internal regulations before operation.

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6. Post payment function

6.1. Purpose

Recognize the amount of money paid to the booking (at check-in, during stay, or at check-out).

6.2. Basic Manipulation Steps

1. At the Folio screen, press the Post payment button.
2. On the popup post payment:
   • Enter Amount.
   • Select Payment method (Cash, Credit card, Bank transfer, E-wallet …).
   • Select Currency (if multi-currency).
   • Select Exchange rate (if the payment is different from currency folio).
   • Enter the reference (e.g., POS number, number of votes, bank transaction number, etc.).
   • Write a remark if needed.
3. Press Post.
4. The system:
   • Create a payment transaction in the folio.
   • Updated balance after payment.

6.3. Edge cases & how to handle

Case 1: Payment is greater than total debt (Over payment)

• Mô tảDescription: Amount paid by the guest > the balance to be paid.
• Acts of expectation :
  • The system can:
    • Allows you to create a credit balance, or
    • Ask for the right amount for the balance.
• Instructions for processing :
  • According to the hotel policy:
    • Or adjust the amount collected correctly with the balance,
    • Or record the excess and will Refund/Paid out the residual (processed in the functions below).
  • Make clear notes if left over money on folio.

Case 2: Payment in foreign currency

• Mô tảDescription: Guests pay in USD /foreign currency, while folio is calculated in VND.
• Acts of expectation :
  • The system requires import/select the tỷ giá exchange rate.
• Instructions for processing :
  • Use the exchange rate according to the hotel’s regulations at the trading day.
  • Make sure to check the amount of money before Posting.

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7. Post deposit function

7.1. Purpose

Recognize the deposit of the guest payment in advance or during the stay, but not yet offset directly into the charge.

7.2. Basic Manipulation Steps

1. Press Post deposit on the Folio screen.
2. On the popup:
   • Enter Amount deposit.
   • Select the payment method (Cash, Card, Transfer, etc.).
   • Select Currency, Exchange rate (if necessary).
   • Enter the Reference (vouchers, vouchers, etc.).
3. Press Post.
4. The system:
   • Record deposit as a separate transaction, usually displayed in the deposit summary.
   • It may not be reduced directly to Balance until applying/consume deposit (depending on PMS design).

7.3. Edge cases & how to handle

Case 1: Deposit received before booking/folio

• Mô tảDescription: Guest transfers deposit first, booking created later.
• Acts of expectation :
  • Deposit can be recorded in a temporary booking/master, then transfer to real booking.
• Instructions for processing :
  • Follow the internal process: create “Deposit booking / Dummy booking” if the system supports.
  • After having real booking, use Transfer to transfer deposit.

Case 2: Partially used

• When checking-out, only use a deposit section to subtract the charge, the rest will Refund.
• Instructions for processing :
  • PMS can support the Apply deposit function:
    • Select the amount of deposit used to pay.
    • The residual will be left deposit, then use Refund deposit.

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8. Refund deposit function

8.1. Purpose

Refund the unused deposit for guests.

8.2. Basic Manipulation Steps

1. Check the deposit balance on the Folio.
2. Press the Refund deposit button.
3. On the popup:
   • Enter Amount need a refund (do not exceed the remaining deposit).
   • Select Refund method (Cash, Bank transfer, Card refund, etc.).
   • Enter the reference (vouchers, vouchers refunds, etc.).
   • Write the reason.
4. Press Confirm Confirm.
5. The system:
   • Create a refund deposit transaction on the folio.
   • Update deposit balance to the correct value.

8.3. Edge cases & how to handle

Case 1: Refund multiple times exceeds total deposit

• Mô tảDescription: Partial refund, continue refund but total > original deposit.
• Acts of expectation :
  • The system does not allow, warns “Refund amount exceeds remaining deposit”.
• Instructions for processing :
  • Review the history of deposit and refund.
  • Only refund the rest.

Case 2: Refund other original method

• Mô tảDeposit paid in Cash but refunded by Bank transfer.
• Instructions for processing :
  • Follow the hotel policy.
  • Make sure the refund method and why in Remark.

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9. Paid out function

9.1. Purpose

Record the hotel money for rent or pay for guests, will often become a charge on the folio (e.g. cash advance, return excess money, exchange foreign currency …).

9.2. Basic Manipulation Steps

1. On the Folio screen, press Paid out.
2. On the popup:
   • Enter Amount chi.
   • Select Paid out reason/code (e.g. Cash advance, balance refund, etc.).
   • Select the payment method (Cash, transfer…)
   • Enter the Reference (vouchers, vouchers, etc.).
   • Write a detailed Remark.
3. Press Post.
4. The system:
   • Create Paid out trading.
   • Balance update (usually an increase in hotel guest balance, depending on the design).

9.3. Edge cases & how to handle

Case 1: Paid out to refund after posting too much payment

• Mô tảDescription: Guests have overpay, want to take back the residual.
• Instructions for processing :
  • Confirm the total payment, charge, balance.
  • Use Paid out to spend excess money to guests.
  • Remark clearly: “Refund overpayment to guest.”

Case 2: Paid out the wrong amount

• Mô tảDescription: Pay out wrong amount or wrong type.
• Instructions for processing :
  • If the system allows Void paid out, perform Void with detailed reasons.
  • If not for void (dosible lock), contact Accounting to handle by adjustment transaction.

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10. General Guidance on Misconducting & Testing (Best Practices)

• Always check:
  • Correct booking / folio before Post/Void/Transfer.
  • Balance before and after operation.
• Record Remark/Reason clearly with all important financial operations (Void, Transfer, Refund, Paid out).
• With transactions blocked due to:
  • Closed period / Night audit
  • Lack of permission
    → Follow the internal process (contact Supervisor / Accounting).
• Use the Audit trail/Transaction log (if any) to retrieve changes when you need to explain.