guest folios - 5 midterm

8/4/2019 Guest Folios - 5 Midterm

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GUEST FOLIOS



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



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.



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



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.



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)



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.



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.



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.”



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.



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.



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.



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.



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



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.



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.

guest folios - 5 midterm

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