For the accountant and the administrator. Invoices, receipts and refunds are numbered by Accounting, so Accounting's numbering must cover the business date. When it does not, the desk sees a message naming the missing series, and nothing is recorded until it is added.
Accounting's numbering
The hotel uses Accounting's own document numbering. In Accounting › Document numbering, each of these needs an active series for the hotel's branch (or for all branches) that covers the business date, inside the active fiscal year:
| Series | Used for | Without it |
|---|---|---|
| Sales Bill | Guest invoices (check-out, interim bills, late charges, fees) | Check-out refused |
| Receipt | Every payment and deposit | Payment refused |
| Payment | Refunds paid out, cash paid out to guests | Refund and paid-out refused |
| Journal | Moving money between accounts (deposit moves, payment moves, company billing) | Those actions refused |
| Sales Return | Credit notes | Credit note refused |
| Stock Adjustment | Counts, opening stock, department issues | Stock entry refused |
| Stock Transfer | Moving stock between stores | Transfer refused |
If two Journal series fit the same date and neither is the default, mark the one the hotel should use as the default.
The hotel's own numbering
Bookings, folios, groups, events, housekeeping tasks, maintenance orders, lost-and-found items, cashier shifts and registration cards have their own numbers (set in Hospitality configuration › Outlets, numbering & templates). These number hotel records only; they are not Accounting documents.
Common questions
Payments work but check-out is refused.
Each document has its own series. A hotel can have a Receipt series and no Sales Bill series: check-out is then refused until the Sales Bill series is added in Accounting › Document numbering.
"Several Journal document numberings cover (date) and none is the default."
Two Journal series fit the date. In Accounting › Document numbering, make the one hotel journals should use the default.
Is the numbering of bookings, folios and shifts the same as Accounting's?
No. Bookings, folios, groups, events, tasks, maintenance orders, lost-and-found items, shifts and registration cards have their own numbering, set in Hospitality configuration › Outlets, numbering & templates. Those numbers belong to hotel records only: they are not Accounting documents.