When a final invoice is issued for a folio, that folio is automatically closed, and no additional items can be added to it. Any new charges would need to be placed on a new folio.

A closed folio, therefore, indicates that an invoice has been issued for the items listed, settling all charges on that folio.

It’s important to note that if a folio is reopened, the invoice issued for it is automatically cancelled, and new invoices will need to be issued to close the folio again.

On the other hand, a locked folio also prevents the addition of new items to the invoice, but it does not close automatically. Instead, it requires a manual action by selecting the "Actions" button.

A locked folio is not associated with the action of issuing an invoice; rather, it is used solely to control which items on a specific folio will be billed.

When locking a folio, it is also possible to add a note to communicate to the rest of the team the reasons for locking it.

Unlocking a folio can be done at any time via the "Actions" button, and this action does not cancel the invoice if one exists on that folio.

Example of locking a folio:

A guest has made a booking at your property and wishes to cover accommodation costs through their company, while paying for any additional expenses with their personal account.

You haven't issued an invoice yet, but you want to split the charges across two folios.

On the first folio, you keep only the accommodation charges, while moving other expenses to a new folio.

To prevent adding new charges to the folio that the company will cover, you lock it, ensuring that no further items can be added to it.