Departure Folios (Folio Receipts)

The Departure Folio is, in essence, the receipt covering a booking's stay. Unlike your property's registration cards (see Registration Cards) which are used to cover estimated charges and review rules prior to check-in, the folio receipt is meant for use at check-out to cover the guest's final totals and payments before they depart.

The folio receipt can always be printed from a guest's booking, via the Print Guest Forms ribbon at the top of the booking (this is preferred when printing receipts during the guest's stay, for example a guest on a recurring payment cycle). However, you can also access receipts for your expected departures from the Reports module, beneath the Reservation Reports folder (Print RegCards/Folios).

When accessed from the Reports module, generating the report prints all receipts for guests departing on the current business date (you cannot choose other dates to print).

Note that Registration Cards are not covered in this topic. See Registration Cards if needed.

Each receipt is divided into four key sections, each focusing on different information relevant to the guest's booking.

Section	Description
Report Header	Your property's information is listed here as it appears on the Hotel Information menu. This will typically include your property name in bold in the top-left corner, followed by address and contact information. Your registration card may also display a company logo in the upper right-hand corner.
Guest Information & Charge Summary	Information specific to the guest's booking is listed here, based on the Guest Information form. The guest's rate will be listed here. If the guest stayed under multiple rates, a new row will be added in the lower-left hand corner of this section on the date the rate changed, showing the new rate. It will always show the first day of the booking and the starting rate, whether the guest's rate changes during their stay or not.
Charge Detail	This section breaks down the summary of debits A debit addresses any amount charged to the customer (room charges, housekeeping services, etc). and credits A credit addresses any amount paid by a customer or reducing the overall debits billed to the customer (cash or credit card payment, coupons, etcetera)posted against the guest's folio to-date. For sites that use payment dates for extended guests, the next due date and amount due are displayed in the upper right-hand corner of this section, immediately below the charge summary. Note in these cases the full remaining estimate of the stay may also be displayed immediately below and to the left of the Tax Summary, as Additional Estimated Charges. The way the charge detail presents information may vary based on your property's configuration settings. For example, some hotels might have all tax postings that use the same department code consolidated as single lines on the receipt, instead of the individual line items posted in the folio.
Guest Disclosures & Signature	The bottom of the receipt will typically have some variances from one hotel to the next, as most information entered here (besides the signature line) is custom set by your property. In most cases, properties use this area to define any disclosures of liability for the guest and confirm receipt accuracy, after which the guest is expected to sign their understanding and approval of the receipt (unless a dispute is raised). Please note neither the disclosure nor the signature are an enforced requirement for your property, but are still strongly recommended to incorporate into your work flow to protect your property in the event of a conflict with one your guests.

Section

Description

Report Header

Your property's information is listed here as it appears on the Hotel Information menu. This will typically include your property name in bold in the top-left corner, followed by address and contact information. Your registration card may also display a company logo in the upper right-hand corner.

Guest Information

Charge Summary

Information specific to the guest's booking is listed here, based on the Guest Information form.

The guest's rate will be listed here. If the guest stayed under multiple rates, a new row will be added in the lower-left hand corner of this section on the date the rate changed, showing the new rate. It will always show the first day of the booking and the starting rate, whether the guest's rate changes during their stay or not.

Charge Detail

This section breaks down the summary of debits A debit addresses any amount charged to the customer (room charges, housekeeping services, etc). and credits A credit addresses any amount paid by a customer or reducing the overall debits billed to the customer (cash or credit card payment, coupons, etcetera)posted against the guest's folio to-date.

For sites that use payment dates for extended guests, the next due date and amount due are displayed in the upper right-hand corner of this section, immediately below the charge summary. Note in these cases the full remaining estimate of the stay may also be displayed immediately below and to the left of the Tax Summary, as Additional Estimated Charges.

The way the charge detail presents information may vary based on your property's configuration settings. For example, some hotels might have all tax postings that use the same department code consolidated as single lines on the receipt, instead of the individual line items posted in the folio.

Guest Disclosures

Signature

The bottom of the receipt will typically have some variances from one hotel to the next, as most information entered here (besides the signature line) is custom set by your property.

In most cases, properties use this area to define any disclosures of liability for the guest and confirm receipt accuracy, after which the guest is expected to sign their understanding and approval of the receipt (unless a dispute is raised).

Please note neither the disclosure nor the signature are an enforced requirement for your property, but are still strongly recommended to incorporate into your work flow to protect your property in the event of a conflict with one your guests.