GUEST FOLIOS

GUEST FOLIO
ACCOUNTS

Is a form which financial data are accumulated and summarized

Maybe imagined as a bin or container that stores the results of various business transaction

GUEST FOLIO
GUEST ACCOUNTS - is a record of
financial transactions which occur between a guest and the hotel. A guest account is created when guests guarantee their reservations During occupancy, front office is responsible for and records all transaction affecting the balance of a guest account.

GUEST FOLIO
NON-GUEST ACCOUNTS A hotel may extend charge privileges to local business or agencies as a means of promotion or to a group sponsoring a meetings at the hotel. Front office creates and tracks these accounts These account may also be called house

accounts, city accounts or city ledger

Normally billed by the hotels accounting division on a monthly basis

GUEST FOLIO
FOLIO is a statement of all
transactions (debits and credits) affecting the balance of a single account. When account is created, it is assigned a folio with a starting balance of zero. All transactions which increase (debits) or decrease (credits) the balance of the account are recorded in the folio. At settlement, guest folio should be returned to zero balance by cash payment or credit card or direct billing.

GUEST FOLIO
POSTING a process of recording

transactions on a folio. A transaction is posted when it has been recorded on the proper folio in the proper location and new balance has been determined. Front office may rely on handwritten folios (using non-automated systems), machine posted folios (with semiautomated system), or computer-based electronic folios (fully automated system)

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FOUR TYPES FOLIOS

GUEST FOLIOS- assigned to individual persons or guestrooms. MASTER FOLIOS- assigned to more than one person or guestroom, usually reserved for group accounts. NON-GUEST or SEMI-PERMANENT FOLIOSaccounts assigned to non guest businesses or agencies with hotel charge purchase privileges. EMPLOYEE FOLIOS-accounts assigned to employees with charge purchase privileges.

GUEST FOLIO
Additional types of folios frequently created by front office to accommodate special request.

SPLIT FOLIOS-for example a business

guest may request that his or her charges and payments split between two folios: one to record expenses to be paid by the sponsoring business or his company and one to record personal expenses to be paid by the guest.

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Cont SPLIT FOLIOS
In this situation, two folios are created for one guest. If room and tax charges will be paid by the company, these charges is posted in the room folio, sometimes called the A folio. Other charges such as food and beverage, telephone are posted in the incidental folio (personal account), sometimes called B folio.

GUEST FOLIO
Every folio should have a unique serial number. Folio serial numbers are needed for several reasons. First for identification, second folio numbers are used to index information and finally for chain of documentation.

GUEST FOLIO
A VOUCHER details a transaction to be posted to a front office account. This documents list detailed transaction information gathered at the source of transaction such as dinning room or gift shop. The voucher is sent to Front Office for posting.

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CHARGE PRIVILEGES
To establish an in-house line of credit, a guest may be required to present an acceptable credit card or direct billing authorization at the time of registration. Fully automated hotels allow credit to be established at the time the reservations is made. This is usually done by obtaining the number and expiration of credit card.

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Cont CHARGE PRIVILEGES
Guest who pay cash for accommodation at registration are typically not extended charge purchase privileges. Guest are typically called PAID IN ADVANCE or CASH BASIS guests. This means guest cannot charge any consumptions made in the hotel outlets, restaurants or revenue center to his room account.

RESTAURANT BILL CHARGE TO A ROOM ACCOUNT

Guest orders food Food Server Check Presented Guest charges To room account Restaurant records Amount of charge (credit food sales) And sends Charge voucher to Front Office Desk Agent Posts voucher to guest folio Guests Net outstanding Balance on folio increases Guest Ledger total Net Outstanding balance increases

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LEDGERS- is a summary grouping of
accounts. The front office ledger is a collection of front office account folios.

GUEST LEDGERS- refers to the set of

guest accounts that correspond to registered hotel guests or guests who have advance deposits.

CITY LEDGERS- also called the nonguest ledger is the collection of nonguest accounts.

The task of accurately and completely recording all transaction that affecting ledger accounts is the responsibility of front office. Guest folios are created during the reservations process or at the time of registration. To prepare folio for use, information from the guests reservations or registration record must be transferred to the folio. At check-in, reservations data are verified and combined with room rate information and the guests assigned room number to create an in-house folio.

GUEST FOLIO