Scenario 1: Changes Don't Apply to Already-Booked Reservations
Change the City Tax Configuration
Scenario 1 Example
Scenario 2: Changes Apply to All Reservations
1. Change the City Tax Configuration
2. Update City Tax for Confirmed Reservations
3. Update City Tax for In-House Reservations
Scenario 2 Example
Overview
In Apaleo, the city tax that is applied to a reservation is what was configured at the time when the reservation was created. You can have only one city tax configuration at a time. So in case of a city tax change, you need to change the city tax configuration on the day that the change applies*.
Scenario 1: Changes Don't Apply to Already-Booked Reservations
In cases where the new city tax only applies to reservations which are created after the change date, you simply have to update the city tax configuration.
Change the City Tax Configuration
See our guide Distribution: City Tax for more information on how to manage city tax settings.
You should only make changes at the time when you want the new city tax configuration to be active*.
- New reservations will pick up the new configuration as soon as it is saved.
- Reservations which were already created will still have the old city tax.
*Note: It is possible to make city tax changes via API. So if you use Make.com or other automation tools, you have the option of scheduling your city tax changes in advance.
Scenario 1 Example
The city tax changes on 1 January 2025. You should change the city tax configuration late in the evening of 31 December 2024 or early in the morning of the 1 January 2025.
Scenario 2: Changes Apply to All Reservations
In cases where the new city tax applies to all reservations, including those that were created before the change date, some additional steps are needed.
1. Change the City Tax Configuration
See our guide Distribution: City Tax for more information on this.
You should only make changes at the time when you want the new city tax configuration to be active*.
- New reservations will pick up the new configuration as soon as it is saved.
- Reservations which were already booked will still have the old city tax.
*Note: It is possible to make city tax changes via API. So if you use Make.com or other automation tools, you have the option of scheduling your city tax changes in advance.
2. Update City Tax for Confirmed Reservations
To update the city tax for reservations which were already booked before you saved the new city tax configuration, you can use this free Make.com extension, available in our community with instructions: https://community.apaleo.com/c/extensions/city-tax-change
In case of questions about this extension, reach out to support@apaleo.com.
This extension will update the city tax for all reservations with status "confirmed", and you can also configure it to update the city tax for reservations which were checked in on the day of the city tax configuration change. However, it will not make changes to reservations which are already in-house before the day of the city tax configuration change.
3. Update City Tax for In-House Reservations
To update the city tax for each of your in-house reservations, you have two options.
Option 1: Refresh the Rateplan for Remaining Nights
On the day that the city tax configuration is changed, go to the Travel Dates tab of the reservation and reselect the the rateplan, so that the city tax changes will be picked up for the remaining nights.
Important: do not toggle on the option to recalculate prices, to avoid changing the price of the reservation. You can simply change the departure time by 1 minute in order to have the option to reselect the rateplan.
Option 2: Add a City Tax Charge to the Folio
You can post a one-off correction charge to each folio covering the difference, selecting the service type City tax so that the money is posted to the right account.
Scenario 2 Example
The city tax changes on 1 January 2025. You should change the city tax configuration late in the evening of 31 December 2024 or early in the morning of the 1 January 2025. On 1 January 2025, after you have changed the city tax configuration, run the make.com extension to update the city tax for all reservations with status confirmed. Finally, correct the city taxes for all your in-house reservations either by posting a correction directly on the folio (can be done any time before the reservation is checked out) or by refreshing the rateplan (must be done on 1 January 2025).