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HM0016-Unit-05-Folio Format and Generating Bill

Unit-05-Folio Format and Generating Bill Structure 5.1 Introduction Objective 5.2 Folio 5.3 Summary 5.4 Terminal Questions 5.5 Answers 5.1 Introduction The objective of a hotel is to offer various services and amenities to the clients in return for money, to make profit. To ensure that all the guest bills are properly settled, hotels need to have an accurate and constantly updated recode of all guest transactions. That is the main purpose of a guest folio. Objective After studying this Unit, you should be able to: discuss about guest folio understand various types of folios used in hotel analyze the format of a guest folio 5.2 Folio A folio is a statement of all transactions affecting the balance of a single account. Front office transactions with guests are typically recorded on folios. The process of recording transactions on a guest folio is called posting. A transaction is said to be posted when it has been recorded on the proper folio and a new balance has been determined. In a non automated or semi automated hotel, guest folios are maintained at the front desk. In a fully automated hotel, electronic folios are stored in the memory of a computer and can be retrieved or printed on request. There are different types of folios that are commonly used. They are as follows: i) Guest folio: It is an account assigned to an individual person or guestroom. ii) Master folio or group folio: It is an account assigned to more than one person or guest room, usually reserved for groups.

iii) Non-guest / semi-permanent folio: It is an account assigned to a non-resident guest business or agency with hotel charge purchase privileges. iv) Employee folio: It is an account assigned to an employee with charge purchase privileges. v) Permanent / companies / airlines etc. folio: Separate folios are maintained for all the companies, agencies and organizations with which the hotel has permanent billing arrangements. Self Assessment Question 1. Front office transactions with guests are typically recorded on . 2. What is an employment folio?

Fig. 5.1: Sample copy of a Guest Folio Practical Exercise-13: Learning Guest Folio i) You are required to learn the format of a guest folio

ii) Submit your Practical journal with the description of guest folio and its format Problem to solve 1. Draw a guest folio and fill out the following details and balance the folio. Mr. Khanna, CEO, Rupa Exports, Chennai, checked into the hotel on 1-06-2007. He had a reservation for a suite at 10,500/- a day. He checked out on 1-06-2007. The bills were sent to his company for settlement. He checked out of the hotel on 04. 06.07. His expenditures in the hotel were as follows:

Banquets should be charged 10% service charges and VAT charges of 12% on rooms. Solution of the problem

5.3 Summary In this chapter the importance of a guest folio has been revealed. The guest can see the welcome and courteous attention they receive on settling their bill as final evidence of an enjoyable stay in the hotel. The record of various transactions happening between the hotel and the guest should be updated and monitored in the right manner. A properly maintained guest folio avoids confusions and guest dissatisfaction. 5.4 Terminal Questions 1. Give examples for folios 2. An account assigned to more than one person or guest room is termed as folio

5.5 Answers Self Assessment Questions 1. Folios 2. Employee folio is an account assigned to an employee with charge purchase privileges. Terminal Questions 1. Guest folio, Master folio, Non-guest folio, Employee folio etc. 2. Master folio

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