Setup a New Accounting Code (Desktop) 🎥
Path: Management > Setup > Accounting Settings > Setup Code > Add New
A- Accounting Code
Choose the code you want to give to this new item. The code is limited to 4 characters.
Do not use code starting with 7, 8, or 9:
- codes starting with 7 are for Advance Deposit Payments;
- codes starting with 8 are for Advance Deposit Refunds;
- codes starting with 9 are tax-related.
B- Ledger Type
Guest Ledger: The guest ledger is the activity within the hotel before and during a guest or group stay.
City Ledger: The city ledger tracks revenues due to the hotel.
To avoid any City Ledger account creation issue, this choice has been disabled. Please contact our Client Experience team for advice.
C- DB/CR
DB/Debit: Code is a positive number, aka Revenue (like Room Charge Revenue);
CR/Credit: Code is a negative number, aka Payment (like Cash or Credit Card Payment).
D- Description
Enter a brief description of the code that you will see on reports.
E- Override Description
Select No for payments that users make with an accounting code to maintain the description you entered above.
Select Yes to allow users to change and put their own description when posting payments/refunds using this code.
F- Posting Category
Select the posting category from the dropdown. There are 5 options: Adv Dep Xfer, Guest Ledger Balance, Payment, Revenue.
Only Payment or Revenue should be Categories to use.
Adv Dep Xfer and Guest Ledger Balance are used by Visual Matrix for transfer balances between City Ledger and Guest Ledger.
G- Posting Sub Category
Select the sub-category from the dropdown. There are 11 options: Banquet, F&B, Internet, Meeting/Conference, Misc, Movies, Parking, Phone, Room, Safe, Tax.
H- Fixed Amount
If the item has a fixed rate, you can enter it there.
I- Code Taxable
Choose if the item is taxable or not. Revenue Tax is Taxes linked to Room Revenue. Sales Tax are all other Taxes.
Those are set up in Management > Setup > Taxes.
J- Sales Code
If you have multiple Sales Tax depending on the type of product (food, alcohol, ...), you will choose which one to apply to that new item.
K- Budget %
If applicable, enter a budget percentage. You can use it if you want to apply a percentage to be compared to budgetary numbers. It will also allow you to take last year's figures and offset them by this budgetary percentage to reflect on a report as a comparative number.
L- Allow Void
Do you allow the user to Void that Item once posted?
M- Supervisor Code Only
Is this code to be used only by someone with Supervisor credentials. Select Yes to make the accounting code available only to users that have supervisor privileges. Select No to make it available to all accounting users. To set up users with Supervisor privilege, go to Management > Admin > Security.
N- Code Active
To Activate or Deactivate the code.
O/P- G/L Account 1 and 2
If you are using General Ledger Accounts, you will choose which GL account this item will report to.
Q- Operator Cash Out Report
Select which heading transactions made with this accounting code will fall under on the Operator Cash Out Report.
This has to be filled for any Credit item, any Method of Payment.
R- Daily Detail Report
Select which heading that transactions made with this accounting code will fall under on the Daily Detail Report.
This has to be filled for any item, Revenue, AND Payment. Not choosing a category here will generate a discrepancy in the Daily Report.
S- Prompt for Quantity
If you choose Yes, it will prompt you to choose a quantity of that item you want to post:
T- Supervisor Allow Void
Select whether or not a user without Supervisor privileges can void transactions made with this accounting code.
U- Save / Cancel
Click Save or Cancel...
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