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Non-room charge and payment postings

apaleo uses external folios to record all POS transactions that are not added to a reservation or guest folio. For example, suppose someone orders drinks and food at the bar and settles immediately by cash or card, rather than adding it to their reservation or someone who is not staying at your hotel orders a drink at the bar. In that case, these charges and payments are added to the external folio.

End of shift/day report

Each POS outlet creates an external folio on the property to account for all the aggregated charges and payments at the end of each day or shift.

You can also add a code to the folio so that it is easy to find. For example, the code could be DAY20200618 for the external folio related to the date of June 18th, 2020.

External folios

External folios work the same as folios for reservations. You can create one by calling,

POST /finance/v1/folios

and specifying external as the type and adding your custom code so that it is easy to find it later. After that, you can post charges and payments.

Once you have created the external folio to use, you can perform different actions. The most useful being:

POST /finance/v1/folio-actions/{folioId}/charges
POST /finance/v1/folios/{folioId}/payments

Post charges

Post a single charge with the correct amount, VAT, and service type on the external folio. It has to be aggregated per day over the VAT type and service type.

You must post the charge to the current or previous business date (you can post to the previous business day only until 6 AM local time), and you cannot add charges to the future dates.

Note: You must not post on-the-room charges here. They are only posted to the guest folios.

You can post charges for food, alcoholic beverages, and non-alcoholic beverage as follows:

Food:

	{
        "serviceType":"FoodAndBeverages",
        "vatType":"ReducedCovid19",
        "name":"Food",
        "amount":{
            "amount":1800.0,
            "currency":"EUR"
        }
    }

Alcoholic beverages:


    {
        "serviceType":"FoodAndBeverages",
        "vatType":"ReducedCovid19",
        "name":"Alcoholic Beverages",
        "amount":{
            "amount":3600.0,
            "currency":"EUR"
        }
    }

Non-alcoholic beverages:


    {
        "serviceType":"FoodAndBeverages",
        "vatType":"ReducedCovid19",
        "name":"Non-alcoholic Beverages",
        "amount":{
            "amount":1200.0,
            "currency":"EUR"
        }
    }

When posting the charges, make sure that they are posted in an aggregated manner at the end of the shift. Aggregate the charges by VAT type and product group (sub-account). If the shift ends at 2 AM, you can explicitly specify the previous day as the correct business date for which the charges and payments should be counted. Post the amount aggregated per day over the payment method on the payment endpoint.

Note: You can post to the previous business day only until 6 AM.

Post payments

You can use the following endpoint to post payments to the external folio.

POST /finance/v1/folios/{folioId}/payments

Note: Folios can’t handle large numbers of charges or payments, so it’s best to limit them to 100.

You can post payments for each payment method as follows:

Amex:


    {
        "method":"Amex",
        "amount":{
            "amount":3300,
            "currency":"EUR"
        }
    }

Cash:


    {
        "method":"Cash",
        "amount":{
            "amount":2200,
            "currency":"EUR"
        }
    }

MasterCard:


    {
        "method":"MasterCard",
        "amount":{
            "amount":1100,
            "currency":"EUR"
        }
    }

Close a folio

When the folio becomes very large, it’s best to close it. After closing, no more charges can be added or changed in the folio, and it becomes a document.

PUT /finance/v1/folio-actions/{folioId}/close