Apaleo gives you the possibility to close a folio to an accounts receivables (AR) account.This is the creation of an invoice without having previously recorded a payment in the folio.
If an invoice is created even though the folio has a negative balance (red), the invoice automatically becomes an AR invoice.
Necessary Setup for AR Invoices
In order to let you use this feature, you have to set up the company account including the AR function. How to set up your company can be found here: Set up Company
- Once you set up the company with all its details, you can choose the following option in the company account:
- This option should only be checked, if you have a corporate agreement or monthly payment in place with the chosen company.
Create AR Invoices
- If this has been done and set up, you can create a reservation connected to the company. Upon departure of the guest, you can check out the folio to the company connected AR account in order to send it to the responsible person for the payment.
- Important information in order to use the AR invoice is that all charges and services have to be posted and that the company address is set as the billing address of the folio.
- Click Create invoice and click the button Create invoice on AR and close folio. It can now be downloaded and sent out per mail or post.
View AR Invoices
You can see and track all open AR invoices in your invoices overview (Finance > Invoices > Show only account receivables) as follows:
Mark AR Invoices as Paid
- In case you received the money, search for the necessary invoice in Finance > Invoices and use the three dots on the right-hand side of the corresponding folio.
- Click Mark as paid and set the payment method in which you received the open amount to your company account. Important to know is that this action is not changing anything in your hotel accounting; it is only created for you to track your AR invoices.
- IMPORTANT: Be aware, once the AR invoice has been marked as paid, it can't be changed anymore. Therefore, only mark it once the payment has been received.
Please also see our article Accounting for AR invoices.
FAQ
I marked an invoice as paid by mistake. What can I do?
Once an invoice is marked as paid, it can no longer be adjusted directly. To correct the mistake, you have two options:
1. Correct it in your general ledger
Simply handle the adjustment manually in your accounting system.
2. Create an external folio in Apaleo to reverse the payment
Follow these steps:
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Create an external folio
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Add a correction service with the same amount
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Add a credit card payment
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Add a payment refund using the payment method “bank transfer”
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Correct the refund service via the three-dot menu if needed
The AR invoice is closed, but I need to change the address. How to do this?
Once the AR is paid, there is no option to adjust the address information anymore. Make sure to mark as paid only once all is confirmed.