Differentiation Using Sub-Accounts

Revenue Structure in Apaleo and the Possibility of Differentiation through Sub-Accounts
The Standard Revenue Differentiation
Possibility of Differentiation for the Three Revenue Groups
Activate the Sub-Accounts
Add the Sub-Accounts in the Services/Rate Plans
Why Are There Revenues on the Sub-Accounts "- Unspecified"?

💼 Revenue Structure in Apaleo and the Possibility of Differentiation through Sub-Accounts

In Apaleo, the revenue is split automatically into five revenue groups. More details regarding this topic can be found in the Introduction to Accounting.

Another differentiation is possible via sub-accounts. These are defined and then linked to rate plans and/or services:

• Through the rate plans, you can differentiate revenues for accommodation, e.g., Short Stay vs. Long Stay.
• Through Services, all additional service revenues can be differentiated.

📊 The Standard Revenue Differentiation

The standard revenue differentiation consists of these five revenue groups:

If sub-accounts are not activated, these five revenue groups are the standard and reflected in the revenue report.

• The revenue groups Accommodation, Food and Beverages, and Other will be booked through the rate plans and services without defined sub-accounts. Depending on the user role and user rights, this may include posting manually defined services.
• The revenue accounts No-show and Cancellation fees are only available with the corresponding reservation status and can be booked manually or automated depending on the setup.

🔄 Possibility of Differentiation for the Three Revenue Groups

The differentiation of the mentioned revenue groups is possible through the activation of sub-accounts and can be set up individually.

This can be done via the following two steps:

1️⃣ Activate the Sub-Accounts

• Open Settings - Finance - Sub-Account
• Enter for each category the needed sub-accounts with a code and a name. Example:

Important:

• If the sub-accounts are activated, the created sub-accounts will determine the level of detail in the revenue report. If the Datev-Connector is used, the sub-accounts allow the mapping of accounts in Datev on this level.
• If you want to evaluate the revenue of a specific service, you need to create a sub-account for this service. A service alone is not enough.
• All other parameters (Availability, Distribution, Price, Accounting configurations) will be defined in the services or rate plans.

2️⃣ Add the Sub-Accounts in the Services/Rate Plans

• e.g., Service Breakfast

• Rate plan, e.g., Accommodation Revenue "Corporate Apaleo"

Important:

• You can only see the sub-accounts connected to the chosen service type.
• The mapping of the service type, the sub-account, and VAT type is locked after you save it. However, it can be changed through the accounting configurations, effective earliest from the next business day on.
• As soon as a sub-account is added and saved to a service or a rate, it will be used for future transactions respecting the defined start date "From: Beginning".
• Existing transactions are not amended retrospectively. For services and accommodation charges, this can only be done by manually refunding the charges and posting them again manually on the guest folio selecting the desired service type, sub-account, and VAT type.

❓ Why Are There Revenues on the Sub-Accounts "- Unspecified"?

• With the activation of the sub-accounts, there is an expectation that every revenue is mapped to a defined sub-account.
• However, depending on user rights, it might be possible that services can be posted manually to the folio without choosing a predefined service.
• If a service was posted on the folio without a sub-account, then this revenue will appear in the main group, e.g., Revenue Food and Beverage, and the sub-account "unspecified".

If revenues are reflected on "- Unspecified", you should check for the following:

• Possible wrong posting
• Service was chosen, but sub-account not linked yet to the service
• A new charge has been posted for which a predefined service with a sub-account is not existing yet