How to handle gratuities/tips in the hotel

Note
Scenario 1: Gratuity Paid in Cash
Scenario 2: Gratuity Added to the Bill
Gratuity as a Transitory Charge
Gratuity as a Regular Charge
The Gratuity on the Guest Invoice
Setting Up Apaleo Pay Terminal to Accept Tips

 

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

Scenario 1: Gratuity Paid in Cash

This will not be tracked in Apaleo.

Scenario 2: Gratuity Added to the Bill

When gratuity is added to the bill, you need to post it to the final invoice in Apaleo.

Gratuity as a Transitory Charge

In the reservation folio:

1. Click on +Add Charge
2. Select Transitory Charge
3. Enter the article description (e.g., "tip")
4. Enter the amount
5. Click Add

Important: The gratuity needs to be posted to the same folio that contains the payable charges (accommodation, etc.), to ensure the total payment covers both charges and the gratuity.

• If the tip is later paid out to the employee in cash, this will not be tracked in Apaleo but should be recorded in the cash journal. Make sure to note the reservation/payment type to balance the entries later.
• Once Apaleo transactions are transferred into the main ledger and the cash register is balanced, the transitory charge entry should balance with the cash register.

 

Gratuity as a Regular Charge

You have two options:

1. Manually Post a Gratuity Charge: Add a gratuity charge each time a gratuity is given.
2. Pre-define a Gratuity Service/Charge: Create a predefined service/charge (including sub-account) and adjust the amount each time it is added to a reservation folio.

Note: In both cases, consult your tax advisor to determine the appropriate tax rate and sub-account.

 

The Gratuity on the Guest Invoice

Since the gratuity charge is added to the folio, it will be shown on the invoice. If the guest does not want the gratuity visible on the invoice, follow these steps:

1. Add a new folio to the reservation after the payment is processed.
2. Move the gratuity charge to the new folio.
3. Split the payment and move the gratuity portion to the "gratuity folio."
4. Create the invoices.

 

Setting Up Apaleo Pay Terminal to Accept Tips

If you have Apaleo Pay, you can set up your terminal to accept tips. To do this, ensure your terminals are assigned as standalone terminals (please contact Support team). This way, the payment is not processed directly through Apaleo Folios, and you will need to manually add the payment to folios while recording the tip separately in the cash journal.