Master Folio & Group Billing
The group's own bill, the two billing modes Innvera supports, how a member's room and tax reach the organiser, and where groups appear in Accounting.
A group needs somewhere to collect the organiser's money. That place is the master folio: a folio of its own, created with the group, belonging to no reservation. It carries the group's code and name, and it exists from the first moment so that the very first rooming-list booking has somewhere to send its room charge.
The group page shows its running balance in the Master folio tile, with the group's billing mode beneath it, and Master folio in Accounting opens the group in Accounting › Folios › Groups.
The two billing modes
Who pays is chosen when the group is created and takes one of two values:
| Mode | What it does |
|---|---|
| Each guest pays their own | Nothing is routed. Every member booking is an ordinary folio and every guest settles their own room, tax and extras at check-out. The master folio exists but stays empty unless you post something to it. |
| Organiser pays room & tax; guests pay extras | Each member's room charge and tax are routed to the organiser, and the guest's own window is left holding only their extras — minibar, laundry, restaurant — which they settle themselves at check-out. |
Master pays everything is not one of the modes
Innvera routes room and tax, or nothing. A mode that sweeps every incidental onto the organiser's bill does not exist, because it is almost never what the organiser agreed to: a wedding host who covers the rooms has not undertaken to pay for the bar. If a particular extra really is the organiser's, post it to the master folio directly, or move that one charge between windows on the member's folio — see Folios.
Note that the equivalent company billing does have a "pays everything" mode. A group and a partner company are different things, billed through different windows — see Negotiated rates & company billing.
How a member's room reaches the organiser
Every rooming-list booking joins the group's folio group as a member. When the group's mode is Organiser pays room & tax, that member is routed to the master as it is created, so a group booking is billed correctly from its very first line rather than after somebody remembers to route it.
Routing moves who pays a charge, not the charge itself. The member's room charge and tax stay posted on the member's own folio — that is where they belong for revenue, statistics and the guest's own bill history — and what changes is the window they are allocated to: a Master window on the member's folio, which the organiser owes. This is why routing a member never changes the stay's total, and why the group's figures can never disagree with the folios they came from.
The master balance you see is the master folio's own charges, plus everything routed to it from members, less what has been paid against it (a refund counting the other way).
Groups in Accounting
Open Accounting › Folios and choose the Groups tab. Every group gets a card, newest first, headed with its name, its code and — when the group is tied to a city-ledger account — that account's name as a badge, with the organiser, the arrival-to-departure span and the number of rooms beneath.
Four tiles summarise the money:
| Tile | Shows |
|---|---|
| Master charges | Room and tax routed from members, plus anything posted to the master directly |
| Master settled | Deposits and payments received against the master |
| Master balance | What the organiser still owes — amber while it is above zero |
| Guests owe | The members' own window balances added up: the incidentals the guests settle themselves |
Below the tiles, one row per member: the guest's name and reservation code (clicking opens that folio), the room number, a Room & tax → master switch, and the Guest window balance.
Change who pays one room
The switch is the one override the desk needs regularly — the delegate whose company is paying while the rest of the party pays their own, or the guest who extended privately after the group left. Turn it on and that member's room and tax move to the organiser; turn it off and they move back to the guest's window. The stay total is unchanged either way.
A member with no folio yet cannot be routed ("That member has no folio yet").
Post a master payment
Post master payment opens a dialog headed "Payment to master · {code}" with the outstanding balance pre-filled. Enter the amount and method and confirm: the payment is recorded against the master folio as a corporate payment, and the Master settled and Master balance tiles move. It is the organiser settling the group's bill, in one place, however many rooms the block ran to.
Deposits taken from an organiser before arrival are posted the same way, so the master balance always reads as what is still to come.
Settling a group
During the stay
Members check in and out normally. A guest whose room is routed to the master settles only their own extras at check-out, because that is all their window holds.
The organiser's bill
Post what the organiser pays against the master folio from the Groups tab. The master balance is the single figure to clear.
Anything billed after departure
If the organiser is a company being invoiced rather than paying at the desk, the balance is carried as a city-ledger invoice on their account — see Invoices and Receivables & city ledger.
The billing mode is set when the group is created
There is no edit form on the group page, so the group-wide mode is the one chosen on the New group sheet. What you can change afterwards is any individual member's routing, with the Room & tax → master switch in Accounting › Folios › Groups — including turning a whole Each guest pays their own group onto the master, one room at a time.
Common mistakes
- Expecting the organiser to be billed for extras. They are not, by design. Check the Guests owe tile before departure so nobody walks out with an unpaid bar bill.
- Reading a zero master balance as "nothing routed". On Each guest pays their own the master is empty because nothing was ever routed to it. Check the group's billing mode, not just the number.
- Looking for the master folio under the guests. It belongs to no reservation, so it is not in the stay list — reach it from the group page or the Groups tab.
Related
Rooming Lists
Turn the organiser's list of names into real bookings off the block — paste the names, set room type and occupancy per row, and resend the rows that failed.
Companies & Agents
Partner records for corporate clients, travel agents and OTAs — one record is the profile, what bookings bill to and what invoices are raised on.