General Ledger

For customers who are subscribed to the General Ledger (GL) postings interface, BookingCenter provides a service to map the Transaction Categories, Inventory Items, and Receipt Types so that your General Ledger (GL) can be keep current - automatically.  The idea is that each day's Transaction Summary can populate your GL system, assuming it is reachable via a JSON array and can be 'mapped' to the GL system you use.  BookingCenter can provide this mapping as a service for customers of Quickbooks Online Edition, but we are happy to work with other web-accessible GL systems, as well.  Contact us for assistance.

Each day after Night Audit, the Transaction Summary report provides a detailed listing of all events that happened 'today'.  This report contains both 'totals' (for example, all credit cards) and also 'detail' (summarizing all Visa transactions).  Your GL system will either track these 'details', the 'totals', or a mix of the two.  The JSON array we provide allows the mapping to your GL to automatically map the contents of the Transaction Summary using the 'details', the 'totals', or a mix of the two to your target GL codes.

Transaction Categories

These are special categories that BookingCenter uses to bring together concepts such as RENT, TAX, Advance Deposits, etc.   These 'categories' allow a GL system to post the Total of all RENT associated charges, for example. Or your Advanced Deposit totals.  Or a single Total for 'TAX' even if your property collects 3 separate taxes on a folio. Generally, the simpler the better.

GL Mapping

The mapping of the Totals or Details is done via the GL Mappings Area. You can Add, Delete, or Edit any entries here. It is best to have a plan before attempting mappings, and have a clear idea how the Transaction Summary data will be used.  The following options explain how to map Charges and Payments and the Category your GL needs:

Category: a Charge or Payment can only be mapped one time, so the way the mapping is accomplished is to have a user (often an accountant or bookkeeper) map the Category Total or an Inventory Item (found on the 'Charge' side of Folios) or Receipt Type (on the Payment' side of Folios) to a GL account.  For example, NON CREDIT CARDS Is a Category comprising Receipt Type details such as CASH, CHECK, WRITE-OFF, etc).  Once a category or Item has been mapped, it cannot have another mapping to assure that there are no duplications.
Sub Category: A Charge or Payment becomes a 'Sub category' that is totaled via the category.  Thus, CASH is a sub category of NON CREDIT CARDS. Visa is a sub category of CREDIT CARD.
Account: Your General Ledger (GL) code, usually an alphanumeric string, is what is placed here. This is what a machine will use to post to the amount to the correct GL account.
Account Description: Your General Ledger (GL) description, usually a text description to viewing the data to be mapped when setting up the mapping.  This is not usually used for a machine to post to a GL account, rather used by humans to understand the data.
Posting Type: The JSON array can use a label 'Credit' or 'Debit' to include here for the automation.  BookingCenter doesn't care whether you use the label 'Credit' or 'Debit', but if you are posting to both sides of your GL, pay attention to make sure the GL code for 'credit' is offset by a posting to the 'debit' account.
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