apaleo creates one guest folio for each reservation, filled with all booked charges and prepayments. Additional charges can be added manually, or by amending the reservation.
Adding services or charges
Adding charges is useful for one-off services such as a soft drink from the minibar, or airport shuttle service. To add services only for specific days, navigate to the Folio section of the reservation, and click on + Add -> Charge. This will open a dialog, letting you select from the list of services, which are set up for the hotel. You can still change the price. If the list does not appear, it means that no services have been configured.
Learn how to set up services in this guide.
To add multiple services at once, you have to update the quantity. This option is available for services that have been already configured.
If the item or service you want to charge does not appear in the list, you can enter it manually. Be sure to enter the correct service and VAT types. When you do not know what to select, 'Other' and 'Normal' are sensible choices.
Refunding charges
Refunding a charge is useful for corrections, like when the orange juice that was posted on the folio ended up there by mistake. It can also be used to give discounts, for example reducing the price of a room if the neighbours were noisy. The maximum allowance you can give is the amount of the charge. This functionality is available in the actions menu in the charge list. Find the charge on the folio and click on the three dots on the right of the charge to use Refund. It will automatically refund the charge 1:1.
If you want to give a general discount to the folio, use the actions button and - Refund in the folio menu. However this is not recommended and you should be careful about the following:
Moving charges
Another way to add charges is to move them over from a different folio. This can be used for corrections: the orange juice from the example above was consumed, but it was room 1.2, and not 2.1. Another use case is splitting folios before creating invoices. To move a charge, click on the actions menu of the charge you want to move, select Move to, and enter the folio id you want to move it to, or select Move to House Account.
Moving charges from another reservation
Click on + Add button and select Other reservation. You may search by guest or company name, unit, external code. Then select the folio(s), whose charges will be moved to the current folio. This allows you to handle group bookings or similar cases when a guest asks you to pay for another reservation.
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