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GUEST FOLIOS
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GUEST FOLIO
ACCOUNTS Is a form which financial data are
accumulated and summarized
Maybe imagined as a bin orcontainer that stores the results of
various business transaction
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GUEST FOLIO
GUEST ACCOUNTS - is a record of financial transactions which occurbetween a guest and the hotel.
A guest account is created when guestsguarantee their reservations
During occupancy, front office isresponsible for and records all
transaction affecting the balance of aguest account.
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GUEST FOLIO
NON-GUEST ACCOUNTS – A hotel may
extend charge privileges to localbusiness or agencies as a means of promotion or to a group sponsoring ameetings at the hotel.
Front office creates and tracks theseaccounts
These account may also be called house accounts, city accounts or city ledger
Normally billed by the hotel’saccounting division on a monthly basis
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GUEST FOLIO
FOLIO – is a statement of all
transactions (debits and credits)affecting the balance of a singleaccount.
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 theaccount are recorded in the folio.
At settlement, guest folio should bereturned to zero balance by cashpayment or credit card or direct billing.
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GUEST FOLIO
POSTING – a process of recording
transactions on a folio.
A transaction is posted when it has beenrecorded on the proper folio in theproper location and new balance hasbeen determined.
Front office may rely on handwrittenfolios (using non-automated systems),machine posted folios (with semi-automated system), or computer-basedelectronic folios (fully automatedsystem)
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GUEST FOLIO
FOUR TYPES FOLIOS
GUEST FOLIOS- assigned to individualpersons or guestrooms.
MASTER FOLIOS- assigned to more than oneperson or guestroom, usually reserved for
group accounts. NON-GUEST or SEMI-PERMANENT FOLIOS-
accounts assigned to non guest businessesor agencies with hotel charge purchase
privileges. EMPLOYEE FOLIOS-accounts assigned to
employees with charge purchase privileges.
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GUEST FOLIO
Additional types of folios frequentlycreated by front office to accommodatespecial request.
SPLIT FOLIOS-for example a business
guest may request that his or hercharges and payments split betweentwo folios: one to record expenses to be
paid by the sponsoring business or hiscompany and one to record personalexpenses to be paid by the guest.
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GUEST FOLIO
Con’t SPLIT FOLIOS In this situation, two folios are created for
one guest. If room and tax charges willbe paid by the company, these charges
is posted in the “room folio”, sometimescalled the “A folio .” Other charges suchas food and beverage, telephone areposted in the “incidental folio (personal account), sometimes called “B folio.”
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GUEST FOLIO
Every folio should have a uniqueserial number. Folio serialnumbers are needed for several
reasons. First for identification,second folio numbers are used toindex information and finally for
chain of documentation.
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GUEST FOLIO
A VOUCHER details a transaction to
be posted to a front office account.This documents list detailed
transaction information gathered atthe source of transaction such asdinning room or gift shop. The
voucher is sent to Front Office forposting.
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GUEST FOLIO
CHARGE PRIVILEGESTo establish an in-house line of credit, a
guest may be required to present anacceptable credit card or direct billingauthorization at the time of registration.Fully automated hotels allow credit tobe established at the time the
reservations is made. This is usuallydone by obtaining the number andexpiration of credit card.
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GUEST FOLIO
Con’t… CHARGE PRIVILEGES
Guest who pay cash for accommodation atregistration are typically not extended
charge purchase privileges. Guest aretypically called PAID IN ADVANCE or
CASH BASIS guests. This means guestcannot charge any consumptions made in
the hotel outlets, restaurants or revenuecenter to his room account.
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RESTAURANT BILL CHARGE TO A
ROOM ACCOUNTGuest orders
food Food Server
Check Presented
Guest chargesTo room
account
Restaurant records Amount of charge (credit food sales)
And sends Charge voucher to Front Office
Desk Agent
Posts voucher to guest folio
Guest’s Net outstanding Balance on folio increases
Guest Ledger total NetOutstanding balance increases
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GUEST FOLIO
LEDGERS- is a summary grouping of accounts. The front office ledger is acollection of front office account folios.
GUEST LEDGERS- refers to the set of
guest accounts that correspond toregistered hotel guests or guests whohave advance deposits.
CITY LEDGERS- also called the non-guest ledger is the collection of non-guest accounts.
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GUEST FOLIOThe task of accurately and completely
recording all transaction that affectingledger accounts is the responsibility of front office. Guest folios are createdduring the reservations process or atthe time of registration. To prepare
folio for use, information from theguest’s reservations or registrationrecord must be transferred to the folio. At check-in, reservations data are
verified and combined with room rateinformation and the guest’s assignedroom number to create an in-housefolio.