How to Cancel an Individual Short Term
Folio
Summary
First Resort is an intgrated
accounting software package, therefore, a folio cannot
be cancelled by pressing a single key. Multiple steps
are required to cancel a short term (ST) folio to assure
correct accounting. It is fair to make some
generalization in regards to the steps necessary to
cancel a folio and these are outlined below. Be aware,
though, that there may be "exceptions to the rules" with
each scenario.
One notable exception: those
of you working in the scan processing environment will
not follow this procedure. Your use of SE folios and
revenue processing to owners requires different steps
for folio cancellations.
Procedures
- Call up the folio;
E to Edit
- Rent must be set to
ZERO. If you have a CX rate group set up
in your rate tables, now is the time to use it (Alt
5 jumps you to the rate box, enter CX). If
you do not have a CX rate group go to Box
5, override the rate and deposit by entering a
Y in both fields. F10. E to Edit.
Set the rent and security deposti in Box 2 to
zero.
- F10 to save
- If you charge a
cancellation fee, post it under T-E using your
Cancellation Cost Code (probably CANCL)
- If you are providing the
tenant refund via a credit to a credit card number
please proceed. If you plan to refund via check, skip
this step and proceed to #6. Post the amount being
refunded to credit card under T-T. Enter the
amount as a negative number using the same cost code
as the original credit card payment.
- If you use one, now run
the cancellation letter from the folio
- Choose O-F to
Force Close. You will not be able to force
close if there is a balance due. Cancelling the folio
in this manner will put the property back into
inventory, and keep the guest name in the reservation
history for future marketing campaigns and mailing
lists.
- If you are refunding the
tenant with a check, select P-S-T from the
Application Selection Menu. Enter P to
proceed. Choose Y to Select Folios by
Number, N for all other choices on this
screen. F10 and follow on-screen directios to
cut the check.
You have now successfully
cancelled the folio!
Other Details
Reminders
- As part of your daily
procedures, you may want to run the R-V-C
report which shows reservations
made/changed/cancelled.
- If you override the rates
with a Y in Box 4, the CX rate
group will not apply correctly.
- If you always charge a
cancellation fee and the fee is always for the same
amount, you may want to set it up in the CX
rate group.
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