Navigation
Folio Header
Folio Balance
Billing Address
Actions
Invoices
List of Charges
List of Payments
FAQ
In the folio view, you can manage your charges and payments and create receipts and invoices*.
*Invoices should not be issued until the services are consumed. If a guest requests an invoice in advance because they have prepaid, please make sure to only issue a preview or advance invoice.
Layout
Anatomy of a folio
The folio contains a header, charges and payments.
Navigation (for multiple folios)
A reservation or booking can have multiple folios, which will allow you to create different invoices for different billing entities like the guest or the company.
You can see all folios and a summary by hovering in the folio panel at the left of the first folio.
Re-arranging folios
You can arrange folios as you wish by dragging and dropping them in the desired position.
Different screens can fit different amount of folios, the bigger your screen, the more folios you'd be able to see.
Visualization
Click View to see a menu with the following options:
Note: Only user roles with Accountant privileges can see Finance transactions.
Folio Header
Folio Balance
You can see the folio balance right under the folio ID:
Billing Address
The billing address is a very important part of the invoice. You can see which folio doesn't have one at all, which one does or where it is not complete or insufficient to create a valid invoice.
Click on the address field and you will open the editor, so you can adjust it.
By default, the billing address of the main folio of a reservation is the address of the main guest. You can also select the address of the booker or of a saved company.
To connect a reservation with a company, connect it in the General tab of the reservation, in the section Company. The billing address in the folio is automatically changed to the corporate address, if you select "Set company as debitor for the main folio".
Folio Actions
Click on Actions to see a menu with the following options:
Invoices
Click on Invoices > Create Invoice to generate an invoice. Also inside the Create invoice dialogue window you will see the real PDF preview with the hotel's logo and all the details. Create invoice turns into Download invoice when the folio has an invoice to download.
List of Charges
Every charge has a corresponding icon, depending on its type (charge, transitory charge or allowance) or the related service type like accommodation, city tax, food & beverages etc.
You can see the quantity of added services next to the service name, like it is displayed in the invoice: Final cleaning (x2). Also, the refunds are grouped together with the original charge.
You can also carry out bulk actions:
List of Payments
The list of payments shows you different payment types (hover over the icons to see descriptions), refunds, failed payments and error messages. Bulk actions are also available and work the same way as for the list of charges.
FAQ
Why is my debtor empty?
Debtor is automatically added to the folio only if you populate all main guest information when the reservations are created.
I made a change to main guest, but the change is not recognized on folio. Why?
Apaleo will not automatically update the debtor information, only the information you have set on creation will be shown there. If you make a change, you will need to manually go and select the debtor again so it automatically gets adjusted. Note: Using one of the guest journey apps, you can automate this even more.
I have added a negative charge by mistake, and now I cannot refund it. What to do?
If you added a negative charge, the refund will not be possible, since you cannot refund the negative charge. You will need to add the positive charge now, following the same configurations, to ensure this is cancelled.