Types of folio & voucher
- 2. FOLIO • A FOLIO IS A STATEMENT OF ALL TRANSACTION THAT HAS TAKEN PLACE IN A SINGLE ACCOUNT. • THE FRONT OFFICE STAFF RECORDS ALL THE TRANSACTIONS BETWEEN THE GUEST AND THE HOTEL ON THE FOLIO. THE FOLIO IS OPENED WITH ZERO INITIAL BALANCE. THE BALANCE IN THE FOLIO THEN INCREASES OR DECREASES DEPENDING UPON THE TRANSACTIONS. AT THE TIME OF CHECK-OUT, THE FOLIO BALANCE MUST RETURN TO ZERO ON SETTLEMENT OF PAYMENT.
- 3. TYPES OF FOLIOS • GUEST FOLIOS – ACCOUNTS ASSIGNED TO INDIVIDUAL GUESTS OR GUESTROOMS. • MASTER FOLIOS – ACCOUNTS ASSIGNED TO MORE THAN ONE GUEST OR GUESTROOM, USUALLY APPLICABLE FOR GROUP ACCOUNTS. • NON-GUEST OR SEMI-PERMANENT FOLIOS – ACCOUNTS ASSIGNED TO NON-GUEST BUSINESS OR AGENCIES WITH HOTEL CHARGE PURCHASE PRIVILEGES. • EMPLOYEE FOLIOS – ACCOUNTS ASSIGNED TO EMPLOYEES WITH CHARGE PURCHASE PRIVILEGES. • SPLIT FOLIOS – ACCOUNTS ASSIGNED TO A GUEST ON HIS/HER REQUEST TO SPLIT HIS/HER CHARGES AND PAYMENTS BETWEEN TWO PERSONAL FOLIOS – ONE TO RECORD EXPENSES TO BE PAID BY THE SPONSORING BUSINESS COMPANY AND THE OTHER TO RECORD PERSONAL EXPENSES TO BE PAID BY THE GUEST. IN THIS CASE TWO FOLIOS ARE CREATED FOR THE SAME GUEST.
- 4. VOUCHERS • VOUCHERS ARE DETAILED DOCUMENTARY EVIDENCES FOR A TRANSACTION. • IT TRANSFERS THE TRANSACTION FROM ITS SOURCE TO THE FRONT OFFICE. • VOUCHERS ARE USED TO NOTIFY THE FRONT OFFICE ABOUT GUEST’S PURCHASES OR AVAILING OF ANY SERVICE AT THE HOTEL.
- 5. TYPES OF VOUCHERS • CASH VOUCHER – A VOUCHER USED TO SUPPORT A CASH PAYMENT TRANSACTION AT THE FRONT DESK. • CHARGE VOUCHER – A VOUCHER USED TO SUPPORT A CHARGE PURCHASE TRANSACTION THAT TAKES PLACE SOMEWHERE OTHER THAN THE FRONT OFFICE. • ALLOWANCE VOUCHER – A VOUCHER USED TO SUPPORT AN ACCOUNT ALLOWANCE. • CASH ADVANCE VOUCHER – A VOUCHER USED TO SUPPORT CASH FLOW OUT OF THE HOTEL, EITHER DIRECTLY TO OR ON BEHALF OF THE GUEST. • CORRECTION VOUCHER – A VOUCHER USED TO SUPPORT THE CORRECTION OF A POSTING ERROR WHICH IS RECTIFIED BEFORE THE CLOSE OF BUSINESS ON THE DAY THE ERROR WAS MADE. • CREDIT CARD VOUCHER – A FORM DESIGNATED BY THE CREDIT CARD COMPANY TO BE USED FOR IMPRINTING THE CREDIT CARD AND RECORDING THE AMOUNT CHARGED.
- 6. • PAID-OUT VOUCHER – A VOUCHER USED TO SUPPORT THE CASH DISBURSED BY THE HOTEL ON BEHALF OF A GUEST. • TRANSFER VOUCHER – A VOUCHER USED TO SUPPORT A REDUCTION IN BALANCE ON ONE FOLIO AND AN EQUAL INCREASE IN BALANCE ON ANOTHER. TRANSFER VOUCHERS ARE USED FOR TRANSFERS BETWEEN GUEST ACCOUNTS AND FOR TRANSFERS FROM GUEST ACCOUNTS TO NON-GUEST ACCOUNTS WHEN THEY ARE SETTLED BY CREDIT CARDS. • TRAVEL AGENCY VOUCHER – IN TRAVEL AGENT GUARANTEED RESERVATION, THE TRAVEL AGENT FORWARDS A VOUCHER TO THE HOTEL AS PROOF OF PAYMENT AND GUARANTEES THAT THE PREPAID AMOUNT WILL BE SENT TO THE HOTEL WHEN THE VOUCHER IS RETURNED TO THE TRAVEL AGENCY FOR PAYMENT.