Adding a property transaction code

Transaction codes are used to post financial transactions to the accounts related to the property. Transaction codes can either represent charges (debits) by specifying Revenue Type, or payments/settlements (credits) by specifying Pay Type.

To add a property transaction code:

  1. Select Administration > Property > Setup > Transactions > Transaction Codes.
  2. Click New Record.
  3. Specify this information:
    Transaction Code
    The transaction code and description.
    Transaction Type
    The transaction type. The transaction type includes transactions such as food and beverage revenue, room revenue and tax. The description is populated automatically based on the value that you select.
    Property
    The property to which the transaction code must be linked.
    Status
    The transaction code status. You can post transactions only when the status of the code is set to Active.
  4. In the Transaction Code Details section, specify this information:
    G/L Account
    The General Ledger Account to which the transaction must be posted.
    Fiskaltrust Value
    The code for mapping the transaction code.
    Note: 
    • This is based on the value specified in the property parameter FISCAL.
    • You can specify the position for the fiskaltrust
    G/L Grouped By
    The group of the General Ledger account.
    Report Sort Order
    The order based on which the transaction codes must be sorted and displayed on the report. Any transaction code without a sort order is printed alphabetically, after the transaction codes that are sorted.
    Posting Level
    The number that represents the authorization level for the posting. You can specify any number between 0 and 9. Posting Level is set on a transaction code and also on the user group. This ensures that the users associated to a specific user group can only post those transactions codes for which the posting level is same or less than the number on the User Group screen. If the posting level on the transaction code is higher than the number (0-9) on the user group setting then those users that are part of that user group cannot post that transaction code.
    Default Amount
    The default amount that is charged when the transaction code is posted to the property accounts.
  5. In the Posting Details section, specify this information:
    Revenue Type
    The revenue type if the transaction code is to be used for posting charges. Options include Banquet Charge, Beverage Charge, Event Charge, Food Charge, None, Other Charge, Room Charge, Service Charge, Tax Charge and Tip Charge. If you specify a particular revenue type for the transaction code, you can use the code for posting charges related to that revenue type only. If you specify a revenue type, you cannot specify a value in the Pay Type field.
    Note: 
    1. In reports, if the service fee is to be considered a tax, you must select a revenue type of Tax. It is not required to set up all the other tax configurations on the code. This setup allows reports to summarize the service fee under tax revenue.
    2. In reports, if the service fee is to be considered as revenue, you must select a revenue type of Service. It is not required to set up all the other tax configurations on the code. This setup allows reports to summarize the fee as service fee.
    Frequent Stay
    Select this check box to indicate that the transaction code is related to frequent guest or reservation reward programs honored by the property. These codes accumulate rewards for or during a guest stay and can be used to generate reports. Examples include rental car and airline programs and the property or corporate chain program.
    Direct Bill Transfer
    Select the check box to indicate that this transaction code is used to post directly to Accounts Receivable.
    Note: 
    • If you select the check box, Receivables is disabled.
    • If you select the check box, the Pay Type must be Direct Bill Transfer or Lease Direct Bill Transfer.
    Pay Type
    The pay type if the transaction code is to be used for posting payments/settlements. The Pay Type options can include Advance Deposit, Cash Payment, Check, Credit Card Payment, Debit Card Payment, Direct Bill Transfer, Lease Direct Bill Transfer, External Payment Processor, Gift Card and Refund. If you specify a pay type, you cannot specify a value in the Revenue Type field.

    The Refund option is a negative payment where the designated account is debited and a refund is made to the guest.

    The External Payment Processor option is used for transaction codes that are used to transfer credit card payments collected by third party systems into HMS. Transaction codes with this pay type are then defined in the External Posting Code field for the card type’s transaction code. When the interface attempts to transfer a credit card payment, it will find the transaction code for the card type and use the transaction code defined in the External Posting Code field. These transaction codes do not require cashier banking as they are not cash, check, or credit. They are merely a credit.

    Allow Transfer
    Select this check box to indicate that credit card payment transactions are applicable for a specified pay type.
    Note: This check box is disabled if the pay type is set to Payment Transfer.
    Transfer Code
    The transfer code for the credit card payment transactions. The transfer code must be of the type, Payment Transfer.
    Note: This check box is disabled if the pay type is set to Payment Transfer.
    Revenue Grouping
    The value if Libra interface is used. In the EOD extract, the system groups the guest revenue by three values and provides three new fields to Libra.
    Transaction Department
    The transaction department based on which the transaction codes can be categorized. Hotels must build department codes that align with the various departments they have at the hotel, such as Front Office, Food and Beverage, Banquet, Concierge and so on. Transaction department is used in the transaction code lookup in the Comp Authorizer and Comp Templates screens as an optional way to filter or search for transactions for property is interested in.
    Allow Void
    Select this check box to void a transaction.
    Note: This enables to reverse the entire charge on the folio.
    Void Code
    The code used to void the transaction.
    Note: You must specify this value if the Allow Void check box is selected.
    Un-Compable
    Select this checkbox to indicate the transaction codes that are not compable. These transaction codes cannot be comped in the Folio Comp Configuration or in the Comp Folio Transactions screens.
    Commission Type
    The commission type for the transaction code based on which the commission amount is calculated. The following are the available options:
    • Commission: The commission amount is accrued and must be paid to the travel agent when the transaction is posted to a guest account.
    • Commission/Prepaid: The commission amount is accrued and has already been paid to the travel agent even before the transaction is posted to the guest account.
    • Prepaid: The commission amount is already deducted by the travel agent and must be deducted from the total payable commission amount. This amount is deducted when the transaction is posted to a guest account. This is commonly used when posting an advance deposit received from a travel agent (for guest) where the travel agent has already deducted the commission. The guest account displays the credit for the full amount deposited.
    Award Payment
    Select this check box to indicate that the transaction code is related to award payments of frequent guest or reservation reward programs honored by the property.
    Not Allowed for Settlement
    Select the check box to indicate that the transaction codecannot be used to post a settlement to a sub-folio in the Account Settlement window.
    Allow Adjustments
    Select the check box to indicate that the transaction code can be adjusted to reverse the charges that were earlier posted to an account. If the check box is selected the Adjustment Code field is enabled and must be specified.
    Adjustment Code
    The adjustment code. The adjustment code can be the transaction code itself, or a different transaction code depending on the property's accounting practices. The field is enabled only if you select Allow Adjustments.
    Offset Code
    The offset code for transaction codes that are used for posting of package items. This is a required field. The offset code is the transaction code that is used to post unconsumed package items in the accounting folio.
    Paid Out
    If you select this check box, you can use the transaction code to post the transactions where the hotel has paid an amount on behalf of a guest. The cashier takes the money out of their cash bank to pay for a service on behalf of a guest, such as flowers or a taxi ride, and post it against the guest's folio. When a paid out transaction is posted to a folio, the amount the guest owes to the hotel increases. The paid out transaction records a cash journal entry to show that money was taken out of the cash bank.
    External Posting Code
    The external posting code. The external posting code is the transaction code used by interfaces to post advance deposits into HMS. Each credit card type to be used by external partners to post deposits in HMS must have a corresponding external posting code. The pay type of the external posting code must be set to External Payment Processor.
    Resort Fee
    If you select this check box, resort fees will post with this transaction based on the resort fee definition code of the account.
    Use for Unknown Charge Type
    If you select this check box, you can use the transaction code to post the financial transactions where a charge cannot be categorized into available charge types.
    No Post
    Select this option on transaction codes that are used as settlement types to restrict the purchasing power of the guest. When this transaction code is selected as the settlement type, the no post field on the account is checked which restricts any outlets from posting to the account.
  6. In the Credit Card Details section, specify this information:
    Credit Card Transaction
    The transaction for which you need to use the credit card.
    Merchant Phone Number
    Specify the telephone number of the credit card processor.
    Reverse Authorization Threshold
    Specify the threshold for reverse authorizations.
  7. Select the Payment not Fiscalised check box in the User Defined Fields section when fiscalizing payment by Direct Bill and Wire Transfer is not required. This functionality is applicable only for Czech Republic Fiscal Interface.
  8. In the Allowed Posting Areas section, specify this information:
    Receivables
    Select the check box to use the transaction code for posting the charges incurred to the accounts receivable.
    Note: If you clear the check box, A/R Requires Property is disabled.
    Reserved
    Select the check box to use the transaction code for posting charges in case a guest confirms the reservation.
    Cancelled
    Select the check box to use the transaction code for posting charges in case a guest cancels the reservation.
    No Show
    Select the check box to use the transaction code for posting charges in case a guest is a no-show meaning that the guest does not check-in on the specified date.
    In House
    Select the check box to use the transaction code for posting charges in case a guest is staying in the property.
    Checked Out
    Select the check box to use the transaction code for posting charges in case a guest has checked out of the property.
    Pre-registered
    Select the check box to use the transaction code for posting charges in case a guest is in the pre-registered status. For example, a guest can use the swimming pool while still waiting for the room to be assigned.
    System
    Select the check box if the system uses the transaction code to post financial transactions.
  9. In the Other Information section, specify this information:
    Default Deposit Charge Transaction
    The deposit charge transaction code that records the deposit charges.
    Deposit Charge Transaction
    If this check box is selected, you can retrieve a list of deposit charge transactions.
    Tax Invoice as Exempt
    The system selects the check box to indicate that no tax group is associated.
    Taxed Externally
    Select the check box to indicate that the food and beverage transaction total on the invoice includes the transaction amount. Select the check box when the transaction amount must be included in the food and beverage total on the tax invoice for Brazil.
    VAT Tax
    If this check box is selected, a transaction code is reported as a VAT tax.
    City Tax
    If this check box is selected, and the TAXINVCITYTAXCOL parameter is enabled, city tax column is added to the standard tax invoice report.
  10. Click Save Record.