It can happen from time to time that you are selling a product or service to a client who doesn't stay at your hotel. Therefore, you are not able to charge a service to the guests folio. However apaleo gives you the option to open an external folio and handle the folio in the same way as for an in-house guest, similar to an PM account. Just follow these steps:
- Open Finance and Folios.
- On the folio screen press Create external folio and a pop-up window will open to ask you if you want to create the folio for a guest or a company. Choose the needed one and insert the name.
- Once the folio opened, you can handle it the same way as you would do with a folio of an in-house guest. Charge a service through +add charge and post a payment against it or close the folio on AR if applicable.
The tab Guests displays all folios from reservations. Opening a guest folio, you can also .
The tab House takes you to the house account, similar to a PM. This is another version of a folio.
To this house account you can transfer charges from any reservation folio, clicking the three dots of a charge > Move to.
You might want to transfer charges to the house account, because they were "consumed" but you don't want to invoice them to the guest. Typical cases: Complaints, compensation...
Once moved to the house account, the charges will stay there until you have booked them accordingly in your main ledger. Then you will refund the charges in the house account via the three dots.
Please discuss this matter with your accounting department.