Cross-module SOP

Hotel Accounting Integration Guide

This guide explains how hotel bookings, folios, invoices, payments, analytic budgets, receivable follow-up, partner ledger, and aged receivables connect.

End-to-End Flow

1. BookingFront desk creates or confirms the hotel booking.
2. FolioRoom and service charges synchronize to the folio.
3. InvoiceDeposit or final invoice is created from the folio.
4. AccountingPayment, receivable follow-up, reports, and budgets are reviewed in Accounting.

1. Folio to Invoice

Hotel menu: Hotel / Folios. Accounting menu: Accounting / Customers / Invoices.

The folio is operational. The invoice is accounting. A folio can create deposit invoices or final invoices depending on the payment policy and checkout stage.

Hotel folio screenshot
Hotel folio with final invoice and register payment controls.
Accounting invoice screenshot
Accounting customer invoice generated from hotel stay charges.
Hotel FieldAccounting ResultControl
Folio ChargesInvoice lines.Review product, account, amount, and analytic distribution.
GuestCustomer on invoice.Must match the paying guest or company.
Hotel Sales JournalInvoice journal.Should route hotel revenue correctly.
Amount DueInvoice residual balance.Use for payment and follow-up.

2. Payment Registration

The accounting kit adapter routes hotel folio payment registration to posted open invoices. This prevents recording payments where no posted invoice exists.

  1. Open the hotel folio.
  2. Confirm an invoice exists and is posted.
  3. Click Register Payment.
  4. Select the configured hotel payment journal.
  5. Confirm the payment and verify invoice payment state.
Important

If no posted open invoice exists, payment registration should be blocked. Create or post the invoice first.

3. Analytics and Budgets

Hotel menu: Hotel / Hotels. Accounting menu: Accounting / Accounting / Budgets.

The Hotel Accounting Bridge adds analytic and budget controls to the hotel record. It supports hotel-specific budgets and revenue/receivable analysis.

Hotel operating budget screenshot
Hotel operating budget generated for hotel analytic tracking.
Hotel Button or FieldPurpose
Sync Accounting BridgeAligns hotel accounting fields, analytic account, and budget mappings.
Create Annual BudgetCreates hotel budget template for annual revenue and cost tracking.
Open Analytic AccountOpens the hotel analytic account for management reporting.
Open BudgetsOpens hotel-related budgets.

4. Receivable Follow-up and Hotel Reports

The bridge filters accounting follow-up, partner ledger, and aged receivable reports to partners connected to hotel invoices.

Receivable follow-up screenshot
Follow-up reports for receivable review.
Aged receivable wizard screenshot
Aged receivable wizard for customer balance aging.
  • Receivable Follow-up: review hotel customer balances requiring action.
  • Overdue Receivables: focus on overdue hotel-related balances.
  • Partner Ledger: investigate transaction history for hotel guests or companies.
  • Aged Receivables: review aging buckets for hotel receivables.

5. Daily Hotel-Accounting Reconciliation

  1. Front desk reviews Hotel / Checked Out Unpaid before handover.
  2. Accounting reviews hotel invoices in Accounting / Customers / Invoices.
  3. Compare folio amount, invoice amount, amount paid, and amount due.
  4. Review customer payments and hotel bank/cash journals.
  5. Run Partner Ledger or Aged Partner Balance for unresolved receivables.
  6. Update notes or follow-up responsibility for any unpaid checked-out guest.