Charge Transfers and Group Folios

Through its transfer options, Clock PMS gives you operational flexibility in relation to bookings and charges. You can transfer charges from a single folio and multiple folios. Moving charges from related bookings to one folio enables you to easily manage these bookings, unite their charges into one group folio and issue a single invoice for a group of bookings.

Single Folio Transfer

In a booking folio, Clock PMS allows you to separate certain charges from all the rest and move them to an individual folio, so that an invoice can be issued for these charges specifically:

• Open the folio containing the charge(s) to be transferred
• Click the Transfer button in the respective charge line
  • Use the Select Multiple button to choose multiple charges and click the Transfer button above the charges
• In the pop-up, you can transfer the charge(s) by:
  • Selecting another folio in the booking
  • Using the search options to find and select a folio in another booking or a company-related (group) folio
  • Choosing the Add Folio button to create a new folio in the booking or another one

Transfer of Family Members' or Friends' Charges

In Clock PMS, you can unite charges from a small group of bookings of family members or friends. In this case, you can use the option of Clock PMS for the charges from a booking to be transferred all at once:

• On the Open Folio screen, click the Transfer button
• Select 'Transfer all charges to...'
• In the Select Folio pop-up:
  • Select another folio in the booking
  • Use the search options to find and select a folio in another booking or a company-related (group) folio
  • Choose the Add Folio button to create a new folio in the booking or another one

This process can be made even easier through the transfer options on the search screens in Clock PMS, enabling you to work with multiple bookings and their charges at the same time:

• Click 'Booking' in the navigation bar and select 'In Hotel'
• On the 'In Hotel' search screen, click the Select Multiple button
• Select the respective related bookings
• Click the Folios button above the list of bookings and choose 'Transfer'
• On the Folio transfer screen, click the 'All charges here' button in the line of the booking where you desire to transfer the charges from the rest of the bookings here
• In the pop-up, tick the check boxes of the revenue groups containing the charges to be transferred
• Click 'Transfer'

Company-Related Group Folios

In Clock PMS, you can work with group folios containing the charges of a group of company-related bookings. On a company screen, use the special button and links called 'All Folios and details' to access a screen enabling you to transfer charges from these company-related bookings to a group folio.

In the Open Booking Folios Section of the company folios screen:

1. You have access to the company-related booking folios, listed as links.
2. You can transfer charges from a booking folio to a company (group) folio:
   • Click the Move button in the line of the respective booking folio
   • From the dropdown menu, select a company folio to transfer the booking folio charges to
   • In the pop-up, tick the check boxes of the revenue groups containing the charges to be transferred
   • Click 'Transfer'

Furthermore on the All Folios and Details screen, the following options can be used in relation to company-related group folios.

In the Open Booking Folios section, you can use the View button to filter the bookings related to the company by:

• Arrived bookings – bookings of guests already in the hotel
• Arrived in period – booking of guests having arrived in a certain period
• Expected in 1 week – bookings of guests expected to arrive in 1 week
• Expected all – it shows all expected bookings linked to the company

In these lists:

• Click the Open button in the line of a booking folio to open the booking containing this folio
• Use the dropdown menu button next to the Open button to select whether to open a company folio or the related booking.