How to handle gratuities in the hotel

Cash disbursements and cash withdrawals cannot be mapped in Apaleo and must be recorded in a separate cash book.

Scenario 1 - Gratuity is paid in cash

>  This will not be tracked in apaleo

 

Scenario 2 - Gratuity is added to the bill

The way that apaleo handles payments, you will have to post the gratuity to the final invoice.

1. Gratuity as a Transitory Charge

   • In the reservation folio:
     +Add charge > Transitory charge > Article description e.g. "tip" > Amount > Add
   • Important: The gratuity needs to be posted to the same folio that contains the payable charges (accomodation etc.), in order for the total payment to cover charges and the gratuity.
   • If then the tip is paid out to the employee in cash, this will not be tracked in apaleo but will only be tracked in the cash journal (noting the reservation/payment type etc. to later balance the entries).
   • Once the apaleo transactions are transferred into the main ledger and the cash register is balanced, the transitory charge entry needs to balance with the cash register.
     
     

2. Gratuity as a "Regular" Charge

   Either you manually post a "gratuity charge" everytime a gratuity is given, or you pre-define a service/charge (incl. sub-account) and only adjust the amount everytime it is added to a reservation folio.
   However, in both cases you should consult your tax advisor in order to define which tax rate and sub-account should be used. 

The gratuity on the guest invoice

Since the gratuity charge is added to the folio, it will be shown on the invoice.
Should your guest not want this visible on the invoice, you will have to:

• add a new folio to the reservation, after the payment is processed,
• move the gratuity charge to the new folio,
• split the payment and move the gratuity portion to the "gratuity folio" and
• create the invoices.