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The basics

If you are developing point of sale applications, you probably are an expert in this, but here’s a short introduction to key concepts, and how they are implemented in apaleo.

The key entity to interact with apaleo’s financing functionalities is the folio. Each reservation has a main folio, which is where stay-related charges end up by default. It is also possible to add more folios to a reservation. A folio lists all services and goods (the ‘charges’), which will eventually end up on a guest’s invoice, as well as all payments. Charges can be as follows:

Charge Description
Standard Delivered by the hotel, recorded as revenue and VAT. The hotel does the invoice with the VAT breakdown.
Transitory Delivered by a third party and are recorded as transitory items. The receipt/invoice, including a detailed VAT breakdown for these charges, is done by the delivering party.

As explained above, the API you need to call depends very much on the hotel’s setup and wishes. We recommend to build an integration for the two main cases and let the hotel configure in your application, how things should work.

You can also use the API to add new folios to a reservation - if you want to have a dedicated POS-charge folio. Or, implement routing rules, by having smart logic to determine the folio to use.

You recognize revenue in apaleo by creating external folio on the property where all the aggregated charges and payments can be posted at the end of the day or shift. If one of those charges is put on the room, you can post a payment using the “Other” payment method with the comment “paid by reservation ABCD-1”, and you post a transitory charge on the folio of the reservation ABCD-1.