By default, apaleo generates one invoice for each reservation. If you want to have multiple invoices per reservation, add additional folios and change the invoice recipient. This article shows how to handle three scenarios, in a way that will make your guests and your accountant happy.
The company does not pay the minibar
The most common case for splitting invoices is that the company pays for room and breakfast, and the guest for everything else, such as minibar charges. If you know this in advance, you can create a second folio right away. Navigate to the reservation, and on the Folio tab, click + New Folio. All manually posted charges should now be added to the new folio. Do not worry if you make a mistake, you can always move the charges after posting.
If the guest only tells you during check-out that the minibar should be on a separate invoice, create a second folio, and then move the charges.
The company does not pay for your partner
In this example, a guest booked a single room for a business trip, and their partner joins. The additional charges, including the price for the upgrade to a double room, should not appear on the invoice for the company.
First, make sure you store the information that the reservation has been changed. Keep in mind, that the invoice will always contain the charges from the reservation - if you amend the reservation to be for a double room, the invoice would say "double room". There are two options to store the upgrade:
- add a comment to the reservation in apaleo, which allows you to use the reservation number as a receipt for the additional charges
- capture the agreement that a second person is staying in a separate system, and reference this as the receipt.
When this is done, create a second folio and add the charges for upgrades, surcharges for higher occupancies, and all other additional charges there.
Girls' night out
A group of friends is staying in the hotel's Junior Suite, having lots of champagne and chocolates from the minibar. On check-out, they want the charges to be equally distributed amongst the four of them, on separate invoices. As a starting point, you will have everything on one main folio, so you need to create three additional folios. apaleo does not support splitting charges, which means it is time to get your calculator out.
For every group of charges, such as all nights or all minibar items, calculate the sum, and then take three quarters of it (each member of the group wants to pay for one quarter). This is the amount you want to reduce the original invoice by. Add these amounts as a negative charges to the main folio. Next, add one quarter of each of those charges to each additional folio.
Whenever you want to have more than one invoice for a reservation, you need to create a new folio and move charges between them. Moving a fraction of a charge is not supported by apaleo, but can be mimicked by adding negative and positive charges. The additional folios can be created at any time.