Folio Management

Folio Management

Folio management constitutes the financial dimension of hotel front office operations and ensures the orderly tracking of all expenses incurred during a guest's stay. A folio is automatically opened for each guest at check-in, and all revenue and expense items accumulate on this folio until check-out.

Folio Types

Folio types are examined in three main categories. The guest folio is used for personal stays, and all charges are billed directly to the guest. The agency folio comes into play for reservations made through travel agencies. In this case, the accommodation fee is charged to the agency, while extra expenses are reflected on the guest's personal folio. The company folio is used within corporate agreements and allows certain expense items to be billed to the company. Multiple folios can be open for a single guest simultaneously, and charges can be directed to the desired folio.

Expense Items

Expense items are classified by department. The accommodation fee is the main expense item and is automatically calculated based on room type, board type, and length of stay. Restaurant charges are transferred to the folio with the guest's table number and order details from the hotel restaurants. Minibar consumption is added to the folio based on data entered by housekeeping staff during room cleaning. Other revenue items such as spa and wellness services, meeting room usage, laundry services, and phone calls are also posted to the folio by the relevant departments.

VAT Calculation

The VAT rate is automatically determined for each expense item. Accommodation services are subject to eight percent VAT, food and beverage services to eight percent, and other services to eighteen percent. The system automatically calculates VAT-inclusive and VAT-exclusive amounts on the total. During invoice issuance, the VAT breakdown is shown in detail.

Correction Transactions

Corrections can also be made on the folio. An incorrectly entered item can be cancelled or its amount changed. An explanation is required for each correction, and the information of the staff member performing the transaction is automatically recorded. This ensures transparency in financial audit processes.

Payment Records

Payment records are tracked in a separate section of the folio. Different payment methods such as cash, credit card, bank transfer, and agency payment can be used. Partial payments are also supported; the guest can make interim payments before check-out, and the remaining balance is collected at check-out.

Invoice Generation

Invoice generation is performed at or after check-out. Invoice details include guest or company information, expense items, VAT breakdown, and payment details. The generated invoice can be downloaded in PDF format or sent by email. The Excel export option is used for bulk reporting and accounting integration.

Folio history is stored linked to the guest's profile, and expense details from past stays remain accessible when needed.