All allowance vouchers require management approval.ĭ) Transfer vouchers: A transfer voucher is used when the account balance or account entry is transferred or shifted from one folio to another folio. Any account allowances must be documented with the use of an allowance voucher. The other type of allowance is a correction to a posting error on an existing account after the close of business. One type of allowance is a compensation given to a guest for poor services or discounts etc. If a charge is wrongly posted as lower than the actual rate, it can be corrected on the same day after entering the details of correction in a correction voucher.Ĭ) Allowance vouchers: Allowance vouchers can be of 2 types. An account correction can either increase or decrease an account balance. An account correction is made on the same day the error is made, before the close of business. This is done through a charge voucher, also called as account receivable voucher.ī) Correction vouchers: An account correction transaction corrects a posting error in a folio. If the transaction occurs somewhere other than at the front desk, it must be communicated to the front desk for proper folio posting. In a deferred payment transaction, the guest receives goods or services from the hotel but does not pay for them immediately. Charge vouchers, Correction vouchers, Allowance vouchers, Transfer vouchers and Paid Out vouchers are examples of vouchers.Ī) Charge vouchers: Charge purchases are deferred payment transactions. A voucher is a proof that a transaction has taken place in the hotel. And in case, if the guest signs the voucher, it is send to the front desk for the posting purpose. Vouchers acts as a supporting document of the transaction happened between the hotel and the guest.If the guest pays the amount in the outlet, then the voucher is filed there itself. This is send to the front desk and they carry out the posting process in the guest’s folio. In the front office department, there are four common types of folios used:Ī) Guest folios: accounts assigned to individual persons or guestroomsī) Master Folios: accounts assigned to more than one person or guest room usually reserved for guest groupsĬ) Non-Guest (or semi-permanent) folios: accounts assigned to non-guest businesses or agencies with hotel charge purchase privilegesĭ) Employee Folios: accounts assigned to employees with charge purchase privilegesĪpart from the above mentioned common folios, front office department get use of some other types of folios such as A-type, B-type, C-type, D-type, and E-type folios.Ģ) Vouchers:Vouchers are documents that have the details of the purchases made by the guest from an outlet of a hotel. Moreover, all folios shall have a unique serial number for internal control and storing purposes. proper folio, proper location and proper amount)Under the manual, semi automated and fully automated systems, folios are called hand-written folios, machine-posted folios, and computer-based electronic folios respectively. At Checkout, any guest folio should be balanced to 0 through full cash payment, credit card transfer, personal check transfer, special program transfer, and direct billing transfer…The correct way of maintaining folios starts with proper posting, which is the process of recording transactions on a folio (i.e. debits & credits) affecting the balance of a single account. They are as follows.ġ) Folios:A folio is a statement of all transactions (i.e. There are various documents that are maintained to ensure a proper guest accounting system in hotels. To maintain an accurate data of guest’s transactions To avoid the fraudulent practices of staff To identify the revenues from different departments To handle the guest’s transactions in an easy way The following are the main objectives of the front office accounting system: The final bill is made handed over to the guest for the settlement. As soon as the registration of the guest is over,folio is opened no his/her name to record all transactions.The gueat folio should always updated whenever the makes a transactions.At the time of guest's check out, the guest's folio is verified for the outstanding expenses of the guest. Normally hotels have a front office cashier to engage in these type of transactions with the guset. it is the front office staffs that carry out this functions. There exist several transactions between the hotel and the guest.