From the navigation menu, select Other functionalities→ Folios - Advanced Search;After preparing your group folios, the next step is to summarise all the services in them. You can transfer the services manually to the respective group folio, but Clock PMS+ provides you with several tools to automatically transfer booking charges to group company folios of events.
Automatic Routing Options
To streamline the process of summarising the services in group folios, we have developed several methods to automatically transfer the rate-related services of bookings:
- Transfer to default Company/Event/Agent folio - it is the only option you can use to automatically transfer booking charges to the main folio of a given event. With this method, the charges from all bookings are always summarised in one main folio of the company or the event, and there is no option to choose among the rest of the open folios, if any.
- Transfer to Company/Agent folio - this method allows you to flexibly manage group folios, as you can specify the destination folio for the charges of each booking. The transfer is automatically made with the selection of the group folio in the booking.
- Split by Company/Agent - this method allows you to automatically transfer the charges to the group folio with the booking checkout. Up to this point, they are kept in the booking, being separated in a special folio whose payer is the company to which they will be invoiced.
You can use each of the methods depending on your workflow. Please check out the respective articles to learn how to use the options for automatic routing of charges.
Manual Transfer of Charges
We have mentioned that the automatic routing options are used for the rate-related charges of the booking. If you need to transfer another type of services to the group folios or for some reason the automatic routing didn't occur, use the charge transfer function enabling you to also select not only a booking folio, but also a company or event folio as a destination for the charges.
Bulk Transfer to a Company Folio
To make your work as easy as possible, the system allows you to transfer charges from multiple bookings to a single company (group) folio at once.
Follow these steps:
- From the navigation menu, select Other functionalities→ Folios - Advanced Search;
- Enter search criteria for booking folios – select only open folios, specify the Company, select the bookings, and the period of arrival or departure.;
- Load the list.
- Select the folio and choose ... → Transfer charges.
- Use the filters (1) to specify which charges should be transferred.
- Select a receiving folio:
- If you see the company profile in the list of suggestions (2), select it directly, or use the search option (3) to find it.
- If you already have an already prepared company folio, you can select it from the list of available foils (5).
- If you do not yet have a folio, create a new one (4) to which the charges from the selected reservation folios will be transferred.
- Confirm the transfer through the "Transfer to" button (6).