There are basic checks you can run to support clean books and catch errors before they affect your balances.
Step 1: Create a Filtered Reservation List
Step 2: Remove Status Filters
Step 3: Sort by Departure Date
Accounting Report "Total of Debited and Credited"
Content of the Report
Why the Report is Helpful
When to Run the Report
Common Reasons for Issues
How to Avoid Issues
Reservations with an Open Balance
- Ideally, at the end of every day, you should create a filtered reservation list using the Quick filter.
Here is a screenshot:
- The next step is to remove any status filter to see reservations of all statuses, including Cancelled and Checked-Out.
- Then, sort by the departure date and review all reservations with a departure date in the past (before today). These reservations should not have an open balance - investigate what happened.
A couple of examples for negative or positive balances:- Positive: Payment posted, but no service – often due to cancellation or no-show.
- Negative: Service posted, but no payment or folio closed to AR.
Accounting Report "Total of Debited and Credited"
Content of the report:
For the selected period, you will receive an aggregation of the booked transactions to the Apaleo accounts, divided into debit and credit.
Why is this report helpful:
It indicates whether revenue has been posted to accounts with atypical tax rates, e.g., Overnight stay with 0% VAT or no VAT. If this is the case, check the reservation(s) and make the necessary corrections.
When to run this report:
Latest 1-2 days before the end of the month, to allow corrections within the current month.
Most common reasons for issues in this report: manual charges.
- Charges added via +Add charge with an incorrect manual choice of service, service type, or VAT amount charged.
- Refunds processed through -Refund with incorrect choice of service type or VAT amount, leading to incorrect charges to the payment accounts.
How Can You Avoid These Issues?
Define Extras and Services beforehand to ensure the correct transfer to the payment accounts.
Refunds in a guest folio should only be done using the three dots on the right of the charge. The original charge will then be refunded 1:1.
In your daily operations, you often have to be fast and remain calm and concentrated. This is when mistakes can easily happen and affect your monthly and yearly accounting statistics and books.
Most errors happen when you charge and refund services or when you check out clients and forget to balance the payment in the folio. These mistakes are often not visible at first sight. Only later, and often when checking your accounting reports, do you see that your numbers do not add up.
How Can I Ensure a Proper Daily Accounting Check?
That is why we recommend performing some basic daily checks. Your accounting department will thank you! :)
Find our guide attached. You can download it to always have it at the reception for your daily operations.