Reference Numbers and Comments for Folio Postings

Stay is enhanced to allow users to enter a reference number and comment while posting a charge or making a payment or a credit to the folio. For example, when a guest makes a payment with a check, users can add the check number and other relevant details to the transaction.

Previously, users could add a reason only when a new charge was posted to the folio, which could not be modified. Now, users can add a unique reference number and a comment to an existing or a newly posted charge, which allows users to accurately track the charges posted. To support this, the following changes are made in Stay:

  • Two new fields, Reference Number and Comment, are added to Stay, where users can enter a unique reference number and a comment for the charge/credit posted or the payment made.

  • A new checkbox, Display in Guest Correspondence, is added to Stay, which allows properties to choose to display the reference number or the comments in the folios printed or emailed to the guests. Once enabled, the reference number and the comments added are displayed in the folio.

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These new changes are added to the following sections in Stay:

  • Add a Charge screen:

    • (Reservations à Book a Reservation à Estimated Charges à Add Recurring Charges)

    • (Reservations à Book a Reservation à Deposit à Add Another Payment Method à Add Recurring Charges)

    • (Search à Reservation à Estimated Charges à Add Recurring Charge)

    • (Search à Reservation à Folio à More à Add a Charge)

    • (Profiles à Accounts Receivable à Non-Invoiced à More à Add a Charge)

  • Add Credit screen:

    • (Search à Reservation à Folio à More à Add a Credit)

    • (Profiles à Accounts Receivable à Non-Invoiced à More à Add a Credit)

  • Make Payment screen:

    • (Search à Reservation à Folio à More à Make Payment)

    • (Profiles à Accounts Receivable à Invoices à Make a Payment)

  • Pantry screen:

    • (Search à Reservation à Folio à More à Pantry)

    • (Front Desk à Pantry)

  • Cancel Reservation screen (Search à Reservation à Cancel Reservation)

The reference numbers and comments can be added to one or more existing charges/credits at the same time by clicking the Reference No. & Comment button (Search à Reservation à Folio à Reference No. & Comment). Clicking the History hyperlink opens the Reference Number and Comment History modal, where users can view the log of the modifications made.

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To support this, a new tab, Folio Defaults, is added under the Guest Accounting screen (Settings à All Settings à Accounting à Guest Accounting) where users can configure the fields to be displayed.

Refer to the table for field descriptions:

  • Field

  • Description

Reference Number

  • Reference Numbers for Charge/Credit Postings

  • Enable the checkbox to display the Reference Number field while posting a charge and credit.

  • Allow Guest Facing Reference Numbers

  • Enable the checkbox to display the reference number to guests.

  • Default

  • Enabled - The Display in Guest Correspondence checkbox is enabled by default in the associated screens.

  • Disabled - The Display in Guest Correspondence checkbox is disabled by default in the associated screens.

  • Reference Numbers for Payments

  • Enable the checkbox to display the Reference Number field while making a payment.

  • Allow Guest Facing Reference Numbers

  • Enable the checkbox to display the reference number to guests.

  • Default

  • Enabled - The Display in Guest Correspondence checkbox is enabled by default in the associated screens.

  • Disabled - The Display in Guest Correspondence checkbox is disabled by default in the associated screens.

Comments

  • Allow Guest Facing Comments

  • Enable the checkbox to display the comments added to guests.

  • Default

  • Enabled - The Display in Guest Correspondence checkbox is enabled by default in the associated screens.

  • Disabled - The Display in Guest Correspondence checkbox is disabled by default in the associated screens.

As part of this feature, the following new permissions are added to Stay and are mapped to the System Administrator role, by default:

  • Stay_AddReferenceNumbersFolioPostings - Allows users to add reference numbers for charge/credit postings and while making payments.

  • Stay_AddCommentsFolioPostings - Allows users to add comments for charge/credit postings and while making payments.

  • Stay_EditReferenceNumbersFolioPostings - Allows users to edit reference numbers for charge/credit postings and while making payments.

  • Stay_EditCommentsFolioPostings - Allows users to edit comments for charge/credit postings and while making payments.