Register and Adjustment of Folios

This application allows you to search, modify, register and adjust the folios (individual control registers of operations or transactions) to issue a debt receivable. They can be sent from the Front Office and/or Point of Sale module and one or several can be invoiced at the same time.

You can enter through Administration (Back Office) → Accounts Receivable → Register and Adjustment of Folios

The initial screen displays the following sections:

Search Folios and Adjustments: search for folios already loaded, from the Front and Point of Sale modules.

Registered Folios: Shows the folios loaded.

Loaded: The folio is available to be invoiced.
Invoiced: The folio was used in a printed invoice.
Assigned to Invoice: The folio is part of an invoice which is not yet printed.

Search Folio

To perform the folio search, perform the following steps:
Enter Administration (Back Office) → Accounts Receivable → Register and Adjustment of Folios
In the Search Folio and Adjustments section, enter the information of the folio you wish to search in the following fields:
Field
Description
Select Customer
Select a customer by clicking on the list box or type the name of the customer to whom you assigned the folio.
Charge Date From - To
Enter a period of time or a day in dd/mm/yyyy format.
A/R Folio
Accounts Receivable folio number.
Source
Click on this list box to select the origin of the folio, it can be checkout, credit to account, point of sales, etc.
Status
Select from the status Upload, Invoice, Assign to Invoice; or select "All the Status".
The possible folio statuses are:
Loaded: The folio is available to be invoiced.
Invoiced: The folio was used in a printed invoice.
Assigned to Invoice: The folio is part of an invoice which is not yet printed.

Press the Search button.
The Registered Folios section will display the result of the search or will display the message "No Records".

olios y Ajustes

Modification of Folios

You can modify the customer or folio description only when the status is Loaded, by performing the following steps:

Enter Administration (Back Office) → Accounts Receivable → Register and Adjustment of Folios

In the Folio and Adjustments Search section, enter the folio information to be searched in the fields mentioned in the previous section:

Press the Search button.

In the Registered Folios section, the search result will be displayed or the message "No Records" will be displayed.
Click in the Folio column on the Folio number you wish to modify.
In the Folio XX section, you can modify the following fields:
Field
Description
Customer
Select the customer to which the folio belongs by clicking on the list box or by entering the name. The new customer must have the same currency type as the original customer.
Description
Enter new information, delete or modify the information shown in the folio.
Press the Update Folio button.
If the customer to whom the folio was sent by mistake has a different currency, you must make an adjustment to the folio and register a manual folio to the correct customer with the corresponding information.

Register Manual Folio

To register the Manual Folio, the following steps are performed:

Go to Administration (Back Office) → Accounts Receivable → Register and Adjustment of Folios

In the Search Folios and Adjustment section, enter the customer to which you want to perform the manual folio upload in the Select Customer field.

Click on the Search button.

In the Register of Folio section enter the information in the following fields:

Fields
Description
Date from Folio
The current date will be shown; however, it can be modified (it allows capturing within the open period any day, but the Accounts Receivable accounting entry of that day is not to be generated).
Source
Click on this inbox to select what type of folio it is, it can be Checkout, Deposit
To , POS, Facade.
Document
Folio number being added.
Amount
Indicate the amount being added.
Status
Select whether it is loaded, invoiced or assigned to invoice.
Description
Enter a comment related to the folio you are uploading. In this field you can enter the name of the guest, in case it is a Front folio.
Stay
Allows to register the information related to the account such as Room (Number of occupied room), Persons (Number of persons in the room), Stay (period of occupancy).
Press the Save Folio button.

Register of Adjustment to a Folio

To make an adjustment to a folio, the following steps are necessary:

Go to: Administration (Back Office) → Accounts Receivable → Register and Adjustment of Folios

In the Folio and Adjustments Search section, enter the information in the search fields.

If you do not know the information in these fields, selecting the customer will display all the folios assigned to it.
Press the Search button.
Select the folio to be adjusted from those displayed on the screen by positioning and clicking on the Folio number.
In the section Load Adjustment from Folio XX, enter the amount of the folio with a negative sign, if you wish to decrease or cancel it, and with a positive sign if you wish to increase it, in the field Amount.
In the Concept field, the adjustment concept of those established in the system will be indicated, select the corresponding one.
You can enter a comment regarding the adjustment in the Description field.
Press the Save Adjustment button.

When registering an adjustment on a folio, always use a billing concept that already exists in the original account. If the adjustment is made using a different concept, the system will not be able to consolidate it with the existing accumulated amounts, and it will appear as an independent line item when the document is issued from Accounts Receivable (AR). For more detail, see Considerations for Making Folio Adjustments.

In Novohit to protect the integrity of the information Folios are not deleted, to cancel or leave without effect (at zero), an adjustment of the same amount is made but with a negative sign. As the folio balance is zero, it is not shown at the time of invoicing.
The date of the adjustment will be the date of the day on which it is made (it cannot be retroactive).

Field	Description
Select Customer	Select a customer by clicking on the list box or type the name of the customer to whom you assigned the folio.
Charge Date From - To	Enter a period of time or a day in dd/mm/yyyy format.
A/R Folio	Accounts Receivable folio number.
Source	Click on this list box to select the origin of the folio, it can be checkout, credit to account, point of sales, etc.
Status	Select from the status Upload, Invoice, Assign to Invoice; or select "All the Status". The possible folio statuses are: Loaded: The folio is available to be invoiced. Invoiced: The folio was used in a printed invoice. Assigned to Invoice: The folio is part of an invoice which is not yet printed.

Field	Description
Customer	Select the customer to which the folio belongs by clicking on the list box or by entering the name. The new customer must have the same currency type as the original customer.
Description	Enter new information, delete or modify the information shown in the folio.

Fields	Description
Date from Folio	The current date will be shown; however, it can be modified (it allows capturing within the open period any day, but the Accounts Receivable accounting entry of that day is not to be generated).
Source	Click on this inbox to select what type of folio it is, it can be Checkout, Deposit To , POS, Facade.
Document	Folio number being added.
Amount	Indicate the amount being added.
Status	Select whether it is loaded, invoiced or assigned to invoice.
Description	Enter a comment related to the folio you are uploading. In this field you can enter the name of the guest, in case it is a Front folio.
Stay	Allows to register the information related to the account such as Room (Number of occupied room), Persons (Number of persons in the room), Stay (period of occupancy).