For the administrator and the accountant. At the desk you only pick a service; this setup decides which income account each sale lands in, so it is done once, before the first guest.
Where revenue goes
The hotel has no revenue ledgers of its own. Each charge on a folio is sold as an Accounting product, and the invoice credits that product's sales ledger (else the company's default sales ledger). VAT and service charge are credited to the ledgers of their sales terms.
The screen
Hospitality configuration › Ledger & product mappings has four parts:
| Part | What you set |
|---|---|
| Ledger mappings | Only the Guest receivable account: the shared account of walk-ins and guests without their own (a customer account, never cash, bank or income) |
| Sales ledgers of the products | Nothing: it shows each product the hotel uses, what for, the ledger the books use, and a status |
| VAT, service charge and round-off | The VAT sales term and the service charge term (required), a round-off term (optional); each shows the ledger its term credits |
| Billable services and ERP products | For each service: its route, tax profile, ERP product, the product's Sales ledger (books), and for a stocked item the Stock item |
| Product status | Means | What to do |
|---|---|---|
| Ready | The product has its own sales ledger | Nothing |
| Company default | No sales ledger of its own: credited to the company's default sales ledger | Nothing stops; give it its own ledger in Accounting > Products to keep that revenue apart |
| No sales ledger | Neither the product nor the company has one | Folios with it cannot be invoiced and the night audit stops: choose its sales ledger in Accounting > Products |
The service catalog
A new hotel gets the usual services (room, breakfast, food and beverage, minibar, laundry, spa, transfer, extra bed, early check-in, late check-out); each still needs its product. Room nights are credited to the sales ledger of the room service's product.
Common questions
Where do I set the account a room night is credited to?
On the product of the Room service, in Accounting › Products. The hotel has no revenue accounts of its own.
A charge says "This service is not mapped to an active ERP product."
The service has no product yet. Map it in Ledger & product mappings › Billable services before charging it.
Check-out says that products have no sales ledger.
The message names the products and says the company has no default sales ledger either. In Accounting › Products, open each product it names and choose its sales ledger, then check out again.