Routings
Sometimes, it's clear upfront who will pay for specific charges in a booking. For example, a company might cover accommodation and breakfast for its employees, but the employees pay for everything else. In such cases, you can request payment from the company and create an advance invoice when you receive it.
You can implement this scenario in Apaleo using routings.
What Are Routings?
Routings allow you to direct charges from one or multiple reservations to a specific folio within the same booking. This can be a reservation folio or a booking folio. By setting up routings, you decide which future/unposted charges go to the designated folio. You can route charges based on:
- Service type (e.g., accommodation, food & beverage)
- Custom sub-account
- Service name (e.g., breakfast, dinner)
Note: Bookings in Apaleo can span multiple properties, but you can't route charges between different properties.
Bookings in Apaleo can be multi-property, meaning a single booking can have reservations for different properties. However, due to various reasons and current system limitations, it is not possible to move charges across different properties. Therefore, it is not possible to define routings that route charges from one property to another.
When creating a routing, you have two options:
- Entire Booking: Useful for group bookings or bookings where you’ll add more reservations in the future. Charges will automatically route to the destination folio.
- Specific Folios: Select particular folios for the routing.
The "Entire booking" option is particularly useful for group bookings or bookings where you anticipate adding further reservations in the future.
By selecting this option, the folio that will be chosen or added will be automatically considered as the source, and charges will be routed to the destination folio.
Once a routing is created, modified, or deleted, the charges matching the criteria will be immediately routed. If you delete a routing, all charges will return to their original sources, provided they have not been posted yet.
FAQs
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Which charges can be subject by routings?
Only future/unposted charges are affected by routings. Posted charges need to be moved separately and manually. -
What happens when I create a routing instruction for "No-show" / "Cancellation" fees?
If an event occurs where the reservation is canceled or marked as a no-show, and there is a routing instruction for these service types, these charges will be immediately moved to the target folio after they are posted on their source folio. This behavior is slightly different from the routing of other charge types due to 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, only main folios (folio 1) can be used as sources for unposted charges. -
Can I route charges to a booking folio?
Yes, you can route charges to a booking folio. -
Can I route charges across properties?
No, routing charges across properties is not supported. Routing definitions apply to one specific property only. -
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 using one reservation's folio as the destination instead.
Note
If services are routed to a reservation, it cannot be checked out until all services have been posted. This can result in situations where routed charges are only booked after the checkout date of the reservation, meaning the reservation cannot be checked out until all charges are posted.