Hello Softinn PMS Users!

Scenario: You want to understand the information and features available under each tab within the Guest Folio so you can audit charges, review check-in readiness, verify documents, and track system activity logs for any reservation.

Steps to Navigate Guest Folio Tab :

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How to Access the Folio Tabs

• Step 1: Log in to Softinn PMS and select the correct property.
• Step 2: Open a Guest Folio by clicking on any reservation.
• Step 3: Located directly below the main folio header, you will see five main tabs: Overview, Folio Transaction, Notes, Documents, and Logs.

Breakdown of Guest Folio Tabs

1. Overview Tab

The main landing page for operational readiness and financial balance checks:

• Balance Summary: Displays real-time figures for Total Charges, Total Payment, Outstanding Balance, and Security Deposit in Hand.
• Remarks: Displays both Reservation Remarks and specific Room Remarks.
• Operation Checklist: Interactive checklist required before processing check-in or check-out:
  • Room must be cleaned.
  • Payment must be collected.
  • Security deposit must be collected.(Note: You can action and complete checklist items directly from this list).

2. Folio Transaction Tab

Detailed financial ledger divided into three distinct tables: Charges, Payments, and Security Deposit (with total section sums displayed at the bottom of each):

• Toggle Transaction Dates: Click the three-dot menu (…) at the top right, go to View, and select Show Transaction Date to display exact date and time stamps for each entry (select Default to reset view).
• Voiding Items: Click the “X” icon at the far right end of a transaction row to remove a charge or payment.
• View Voided Items: Enable the Show Voided Charges & Payments toggle to view deleted entries (displayed with a strikethrough).
• Sub-Folios: Use the top-left dropdown to switch between sub-folios if viewing an imported/legacy reservation (Note: Sub-folios only carry over from older reservations; newly created reservations do not utilize sub-folios).

3. Notes Tab

• Currently listed as Coming Soon for future feature releases.

4. Documents Tab

• Central repository for files associated with the reservation (such as guest ID copies or signed registration forms).
• Use the Action dropdown next to any listed document to view or download the file.

5. Logs Tab

• A complete, date-grouped audit trail of all actions performed on the folio (e.g., posted charges, reversed charges, or voided payments).
• Entry Details: Displays exact timestamp, specific action taken, monetary values, and the staff username responsible.
• Modified Items: Click Modified Items on an entry to review a field-level audit (showing the original value vs. updated value).
• Search: Use the Search box at the top to filter for specific actions or staff activity.

Notes: The Logs tab is an essential tool for managers and accountants when auditing billing discrepancies or verifying which team member voided or modified a charge.

Hope this guide helps you easily navigate and utilize the Guest Folio tabs in Softinn PMS!