Given a booking, there are some cases when it's clear upfront who is going to pay for some particular charges. For example, you might have a booking for a company that is covering for the accommodation and the breakfast for their employees, but everything else would be paid by the employees themselves. That way, you can also ask the company for payment and create an advance invoice upon receiving it.
This case and other similar cases can now be implemented in Apaleo using routings.
Routings are defined for a specific booking and can route charges from and to folios of reservations within the same booking. By specifying routings, you can decide which future/unposted charges will be routed to the specified destination folio. Charges can be identified by their service type (accommodation, food & beverage, etc.), by custom sub-account, or by service name (breakfast, dinner, etc.).
Bookings in apaleo can be multi-property, e.g. a booking can have reservations for different properties. For various reasons, and as it is currently not possible to move charges across properties, it is not possible to define routings that would route charges from one property to another.
When creating a routing, you have two options: define it for the entire booking or select specific folios.
The "Entire booking" option is handy for group bookings or for bookings that you will add on further reservations in the future. By selecting this option, the folio that will be picked or added on to will be automatically considered as source, and charges will be automatically routed to the destination folio.
Please note that, in the case of a group booking, at least one reservation needs to be picked in order to be able to define a routing, since a reservation folio needs to be used as a destination.
As soon as a routing gets created, modified or deleted, the charges matching the criteria will be immediately routed. Deleting a routing would bring all the charges back to their sources, as long as they are not posted already.
- Which charges can be subject by routings?
Only future/unposted charges are affected by routings. Posted charges would need to be moved separately and manually.
- What happens when I create a routing instruction for "No-show" / "Cancellation" fees?
In case an event occurs, either the reservation gets canceled or marked as a no-show, if the routing instruction is created for these service types, then these charges will be immediately moved to the target folio after they are posted on their source folio.
The behaviour is slightly different from the routing of other charge types because of their nature of being unposted / forecasted charges.
- Can I create routing chains?
For example, routing charges from folio 1 to folio 2 and then routing the charges from folio 2 to folio 3.
No. Routing chains are not supported.
- Can I select any reservation folio as a source for routings?
No. Unposted charges can be only on the main folios (folio 1), hence only those can be used as sources.
- Can I create a routing for a group booking?
Yes! Beware that at least one reservation should be picked in order to use its main folio as a destination.
- Can I route charges across properties?
No. Routing charges across properties is not supported and the definition of routings is for one specific property.
- Can I route charges across different bookings?
No. Routing charges across different bookings is not supported.
- Can I route charges to an external folio?
No. Routing charges to an external folio is not supported. We suggest you use one reservation's folio as a destination instead.
If services are routed to a reservation, it cannot be checked out until all services have been posted. It can happen that the routed charges are only booked after the checkout date of the reservation. This means that the reservation cannot be checked out until the charges are posted!