Hotel folio and preauth

On the reservation Folio and Preauth tabs, create, adjust, or print transactions and manage preauthorizations.

Front desk and finance staff post charges and payments, print folios, transfer balances between reservations, and record preauth holds on a hotel reservation.

Entry: Console → Room reservations → reservation details → Transactions or Preauth.

Prerequisites

Open Transactions or Preauth on the reservation details.
New Transaction, POS Payment, and Payment Link are available only while the reservation is not archived; after archive, Unarchive first.
Before delete or adjust, the transaction code must have Allow adjustment enabled.
POS Payment appears only for overseas properties with a POS online payment provider configured.

Steps

Transaction types

Charges

Daily room charge: created automatically after each night audit
Other charges: create manually

Payments

Prepaid: created automatically when the guest prepays on an owned-channel prepaid booking
Offline payment: for pay-on-arrival, create a payment (or preauth) when the guest pays on site
City ledger / Quick Post: OTA or company reservations can Quick Post at check-out (per rate plan); a payment transaction is created automatically
Inter-reservation transfer: after transfer, the system creates payment lines marked pay by / pay for
Preauth completion: completing preauth as payment creates a payment transaction automatically

Transactions is split into folios (windows). Folio 1 is the default for room-related lines; folios 2 and 3 are customizable (for example F&B on folio 2, guest damage on folio 3).

New Transaction

Open reservation details → Transactions.

Select a folio, then click New Transaction.

In the dialog, choose Payment or Charge, fill in the fields, and click Confirm.

When not archived, POS Payment and Payment Link appear beside New Transaction.

The dialog switches between Payment and Charge tabs. On Payment, folio balance shows when balance is greater than 0. Fields: date, transaction code, amount, remark. Secondary Close; primary Confirm.

POS Payment

When the guest pays on site (walk-in, pay on arrival, check-in or check-out settlement), collect via the connected POS terminal; on success the system posts a payment on the selected folio.

POS Payment appears only for overseas properties with a POS provider configured. Full steps: POS Payment (overseas · hotel and long stay).

Delete a transaction

Requires Allow adjustment on the transaction code. Delete and adjust below assume that.

For transaction date ≥ current business date, the three-dot menu shows Delete (same-day manual lines can be deleted before night audit).

Click Delete.

In the dialog, click Confirm.

Deleted lines are grayed out and cannot be acted on again.

Payment transactions cannot be deleted or adjusted. To refund, create a new transaction with a negative amount.

Adjust a transaction

For transaction date before the current business date, the three-dot menu shows Adjust (post–night-audit lines can only be adjusted).

Click Adjust.

Enter the new amount and remark, then click Confirm.

The system posts a reversing line (opposite amount) and a new adjusted line. The original no longer shows Adjust.

Dialog shows original date, code, and amount (read-only); enter new amount and remark. Secondary Close; primary Confirm.

Edit remark

All transactions except deleted ones show Edit remark.

Click Edit remark.

Update the remark and click Confirm.

Three-dot menu also includes Folio transfer.

Folio transfer

If a line was posted to the wrong folio, move it. Available on all non-deleted transactions.

Click Folio transfer.

Select the target folio and click Confirm.

Secondary Cancel; primary Confirm.

Print folio

Print one folio at a time. Example: guest needs room charges only — select the room folio, then print under that folio.

Click print at the top right of the transaction list.

To include future postings, enable Pre-print future transactions.

Choose dates and transaction type, then:

Paper: click View PDF and print from the PDF.
Email: enter the guest email and click Send email.

Booker email is prefilled when available.

Options include Pre-print future transactions, start/end dates, transaction type (default, detailed bill, same code merged by day), and guest email. Buttons: Cancel, View PDF, Send email.

Transfer (folio balance greater than 0)

When folio balance is not 0, transfer appears next to the balance.

Click transfer. The dialog says Transfer to (paid by the following reservation).

Edit amount if needed — positive only, not more than the current balance.

Search by room number for transferable reservations on that room, select one, and click Confirm.

After transfer:

Source reservation: inter-reservation transfer with a negative amount, remark pay by
Target reservation: inter-reservation transfer with a positive amount, remark pay for

Transfer (folio balance less than 0)

Click transfer. The dialog says Transfer to (pay for the following reservation).

Edit amount if needed — negative only, within the current balance.

Search by room number, select a reservation, and click Confirm.

After transfer:

Source: positive inter-reservation transfer, remark pay for
Target: negative inter-reservation transfer, remark pay by

New preauth

When you need a deposit or guarantee for room and contingent charges, take a preauth. After completing the hold on the third-party device or system, record it in Console.

Open reservation details → Preauth.

Click New preauth.

Fill all required fields and click Confirm.

Put the reference / approval number in the remark.

Preauth balance is the sum of incomplete preauths on this reservation. With linked reservations, linked total preauth balance also shows.

Dialog fields (all required): type, amount, authorization date, remark. Amount placeholder asks for a number greater than 0; remark placeholder asks for the reference number. Secondary Cancel; primary Confirm.

List columns: authorization date, type, amount, remark, status (Incomplete, Canceled, Completed).

Edit preauth remark

Available in all statuses.

Open the preauth three-dot menu → Edit remark.

Update the remark and click Save.

Cancel preauth

If type or amount is wrong on an incomplete preauth, cancel it.

Open the three-dot menu → Cancel.

Click Confirm.

Preauth balance updates after cancel.

Release preauth (unfreeze)

At check-out, if you will not capture, release the incomplete preauth.

Open the three-dot menu → Complete.

In Complete preauth, select Release all, then Confirm.

Preauth balance updates after release.

Dialog shows type, amount, and authorization date (read-only); options Release all and Complete payment; then remark. Release all does not need a capture amount. Secondary Cancel; primary Confirm.

Capture preauth (complete payment)

At check-out, capture from an incomplete preauth when you need to collect.

Open the three-dot menu → Complete.

Select Complete payment, enter the capture amount, then Confirm.

After capture, preauth balance and folio balance update, and a payment appears on Transactions.

Transfer preauth

With linked reservations, incomplete preauths show Transfer so you can move the hold to the last linked reservation and settle at check-out.

Open the three-dot menu → Transfer.

Select the target linked reservation and click Confirm.

Default is the subsequent linked reservation when one exists; otherwise nothing is preselected.

After transfer, the source preauth becomes Canceled; the target gets an identical Incomplete preauth.

Dialog shows authorization date, type, amount, and remark (read-only), then linked-reservation picker (with preauth and folio balances). Secondary Cancel; primary Confirm.

Result

Transactions or Preauth lists update; after capture, a payment appears on the folio.
Archived reservations cannot change transactions until Unarchive.

FAQ

Tabs: Reservation tabs
Online collection: Card payments
POS Payment (overseas · hotel and long stay): POS Payment

Hotel folio and preauth

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