Display Authorization Details in Folio Print and Email

Stay is enhanced to display the authorization details of the reservations when users print or email the reservations folios from the Folio tab on the Batch Operations screen with the Show Expected Payment for Departing Guests flag enabled.

Permission

The following new permission has been added to allow users to enable the Show Expected Payment for Departing Guests flag:

  • Stay_BatchFolioExpectedPayment

This permission is provided to users with access to the following roles by default:

  • System Administrator  

  • Stay Hotel Manager  

  • Department Manager 

  • Guest Service Agent  

  • Stay Front Desk 

  • Stay Hotel Supervisor

  • Guest Service Agent Supervisor 

  • Stay Accounting

  • Accounts Receivable Manager 

  • Stay Night Audit 

The Show Expected Payment for Departing Guests flag is not displayed to users without the new permission.

Templates for Print and Email

The templates in which the folios should be printed/emailed are hard-coded in Stay for the following scenarios:

  • For reservations with sufficient authorization

  • For reservations with insufficient authorization

  • For reservations where the last authorization attempt was unsuccessful

The templates cannot be modified by the users.

Reservations with Sufficient Authorizations

The template created to email/print folios of reservations with sufficient authorization displays the following details:

  • Total Projected Balance

  • Expected Payment: This value is same as the total projected balance, that is, If total projected balance = $100, then the expected payment = $100.00.

  • Payment Method: Displays the payment method associated with the folio. For example, VISA 0010 (for card payments the payment method name is displayed followed by the last four digits of the card)

  • Verbiage: Payment will be collected on check-out.

When the reservation folios are emailed to guests, the body of the email contains the mentioned details. The folio details such as the list of charges posted, the payments made are not displayed in the body of the email. These details are sent as a PDF attachment     in the email.

A screenshot of a computer Description automatically generated

Reservations with Insufficient Authorizations

The template created to email/print folios of reservations with insufficient authorization displays the following details:

  • Current Balance: Displays the value in the Guest Balance column.

  • Verbiage: Payment will be collected on check-out.

When the reservation folios are emailed to guests, the body of the email contains the mentioned details. The folio details such as the list of charges posted, the payments made are not displayed in the body of the email. These details are sent as a PDF attachment     in the email.

A screenshot of a computer Description automatically generated

Reservations Where the Last Authorization Attempt Was Unsuccessful

The template created to email/print folios of reservations where the last authorization was unsuccessful displays the following details:

  • Current Balance: Displays the value in the Guest Balance column.

  • Verbiage: Please contact the front desk for settlement.

When the reservation folios are emailed to guests, the body of the email contains the mentioned details. The folio details such as the list of charges posted, the payments made are not displayed in the body of the email. These details are sent as a PDF attachment     in the email.

The configured templates are applied when users print/email folios of the reservation with the Show Expected Payment for Departing Guests flag enabled. When the flag is disabled, the folios are emailed/printed as per the existing functionality.

To support this enhancement, a new flag, Show Expected Payment for Departing Guests, has been added to the Folio tab on the Batch Operations screen. This flag is displayed only when the logged user has the Stay_BatchFolioExpectedPayment permission. When enabled, the authorization details of the reservations are displayed in folio print and email.