How to manage pre-payments for groups

Please use the following instructions for a workaround, until we can present our new group folio:

Preparation: Step 1
Create a sub-account for transparency and analysis purposes

1. Go to Settings > Finance > Custom Sub-Accounts
2. In the third section "Other" add a sub-account, name it e.g. "PREPAYGR" and "Pre-Payments Groups".

Preparation: Step 2
In order to mirror an advance payment as correctly as possible, you need to set-up a "mock" service to later represent any advance payment.

1. Head to Rates > Services > +New Service
2. Enter a rather self-explanatory code, e.g. PREPAYGR or similar.
3. Enter proper descriptions and select Daily Avalaibility.
4. Pricing e.g. 1 € and Per Room, as you will adjust the price according to the agreement with the individual guest.
5. For the Accounting part be sure to verify this with your professional accountant.
   We recommend that you choose Service type "Other", to be able to seperately monitor/analyse the revenue later on. The VAT type will depend on your country's legislation and also on whether accomodation revenue is mixed with F&B revenue in your hotel's rates. However we recommend to rather use the highest possible, to be on the safe side.
6. Select the sub account, that you have created for this!

How to add the advance payment service and create an invoice:

1. Navigate to the relevant folio. If it is a group booking, you will have to pick one reservation folio, that makes most sense to you.
   
   
2. Open an additional folio here by clicking .
   The reason you create this additional folio is to keep the final invoice for the customer clean.
   
   
3. In this new folio, the Pre-Payment Service you have created in Prep Step 2. Adjust the amount of the pre-payment accordingly.
   
   
4. In the same (new) 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 with close the folio - which is ok, for now.
   
   
5. Once the guest(s) are in-house, on the day before departure, you can now post all un-posted charges of the group and move all applicable charges onto one folio of your choice.
   
   
6. 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. 
   
   
7. Last step: Refund the mock pre-payment charge via the three dots.