Preparation: Step 1 - Create a Sub-Account for Transparency and Analysis
Preparation: Step 2 - Set Up a "Mock" Service to Represent Advance Payments
How to Add the Advance Payment Service and Create an Invoice
Preparation: Step 2 - Set Up a "Mock" Service to Represent Advance Payments
How to Add the Advance Payment Service and Create an Invoice
Step 1 - Create a Sub-Account for Transparency and Analysis
- Go to Settings > Finance > Custom Sub-Accounts.
- In the third section "Other" add a sub-account, name it e.g. "PREPAYGR" and "Pre-Payments Groups".
Step 2 - Set Up a "Mock" Service to Represent Advance Payments
- Go to Rates > Services > +New Service.
- Enter a self-explanatory code, e.g. PREPAYGR or similar.
- Enter proper descriptions and select Daily Availability.
- Set the pricing, e.g. 1 € and Per Room, as you will adjust the price according to the agreement with the individual guest.
- For the accounting part, verify this with your professional accountant.
We recommend choosing Service type "Other", to separately monitor/analyse the revenue later on. The VAT type will depend on your country's legislation and whether accommodation revenue is mixed with F&B revenue in your hotel's rates. However, we recommend using the highest possible rate to be on the safe side. - Select the sub-account you created for this purpose!
How to Add the Advance Payment Service and Create an Invoice
- Navigate to the relevant folio. If it is a group or multi-room booking, you can use the booking folio.
- Open the booking folio and click on
. This helps keep the original folio clean and allows you to differentiate actual charges from the mock charge.
- In the folio,
add the Pre-Payment Service you created in Preparation Step 2. Adjust the amount of the pre-payment accordingly.
- In the same folio, now
a payment and enter the details of the actual advance payment you received.
For now, you have recorded the pre-payment for the correct date and payment method. You may create an invoice, if requested by the guest. Creating the invoice will close the folio - which is ok, for now.
- You can setup a routing for this group by using the Routing function within the group booking. Like this all charges will be routed automatically from all chosen reservations to the booking folio.
- Once done, go into the additional folio, where the mock charge was added and move the pre-payment (payment - not the service/charge) into the main folio, that now includes all charges.
- Last step: Refund the mock pre-payment charge via the three dots.