Folio Types
There are multiple folio types in Apaleo, each of them serving a specific purpose.
Guest (Reservation) Folios
Each reservation is created with a folio for reservation charges (accommodation, services, extras, etc.) and additional reservation folios can be created as needed. They can be viewed in the “Folios” tab of a reservation and under Finance / Folios / Reservation.
When viewing folios in the Finance section, you can jump to the related reservation by clicking “Jump to reservation”.
Booking Folios
Each booking comes with an empty booking folio. You might want to use it for group/multi-room bookings where all or some of the charges are not paid by guests but by one booker/company. You can move and route charges from a reservation to the booking folio and collect payments / create invoices there. All actions possible for reservation folios can be performed on booking folios, other than “Correct charges”, adding bulk allowances.
Besides the “Booking folio” tab inside a booking, booking folios can be viewed under Finance / Folios / Reservation.
External Folios
External folios address the use case of selling a product or service to a person who doesn't stay at your hotel, therefore, there’s no guest or booking folio to post the charges to. In that case, you can create an external folio and handle the charges, payments, and invoices in the same way as for an in-house guest.
As a quick guide:
- Navigate to Finance / Folios; you’ll be in the “External” tab by default.
- Press “Create external folio” and select whether it is for a customer or a company.
- Add charges, payments, and create invoices. It is also possible to close the folio on AR.
House Account
It is also a version of a folio; however, it behaves in a slightly different way. The use case is transferring charges that are “consumed” but you don’t want to invoice them to the guest because of a complaint or a compensation.
To transfer charges to the house account from a reservation or booking folio, follow these steps:
- Open the folio containing such a charge and locate the charge in it
- Click on the three dots near the charge and select “Move charge”
- In the “Select target folio” dropdown, select “Move to house account”
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.