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.
Offset:  Your General Ledger (GL) code used to offset the posting to the 'Account' section above.           
Offset Description:  Your General Ledger (GL) description used to offset the posting to the 'Account' section above, usually used as a description only and not to actually machine-map an event.
Offset Type: The JSON array should have the opposite posting type for the offset to what is being used for the Posting Type above.
Live: This is a simple way to turn OFF a mapping for testing purpose. Deleting the mapping will perform a similar function.

Receiving the JSON Array

Once a customer has signed up for the General Ledger service, their daily JSON array that can be accessed via the following methods:

1. A unique string we provide that uses an API key to keep secure each client's data.  This string requires a customer to place a date into the string to receive the array of data, and that data must be earlier than the current System Date.
2. BookingCenter can provide a simple web form on your accountant's secure page that enables a date to he passed in to acquire the JSON array.
3. BookingCenter sends an automated daily email at Night Audit where the JSON is embedded into an email body so that it an be human- or machine-read from whatever tool a customer uses.  This is also a handy 'backup' file that can be kept for a long as necessary to validate what occurred at Night Audit.

Because the JSON will always equal the Transaction Summary data, one can always go backward in time to request the array again. Just as someone can go back and request the Transaction Summary report, for example, Feb 20, 2023.

The Date of the GL JSON data.

Because BookingCenter creates a General Ledger GL array of data that matches the Transaction Summary data, it is important to understand that the date requested must be earlier than the current System Date.  This is because a GL should only be machine-updated once per day, so the feature is meant tote run immediately after Night Audit. One can automate this feature using either Manual or Automatic Night Audit. Because the JSON will always equal the Transaction Summary data, one can always go backward in time to request the array. Just as someone can go back and request the Transaction Summary report, for example, Feb 20, 2023.

Understanding Advanced Deposits and Accounts Receivables

Because BookingCenter contains all details about a property's current 'liability' for Advanced Deposits and Accounts Receivables, we treat these categories special. Some PMS systems attempt to credit and debit each Payment and Charge to attempt to keep the GL up-to-date with each part of these two important liability accounts. But to do this accurately, each payment / credit to a Folio, as well as all cancellations and cancellation reconciliation, require that the operator makes a proper association for the Payment and Charge to update the GL with exactly what the payment, refund, or charge is supposed to credit/debit.  This is too much complexity for most Users of a PMS, and has no value to a property attempting to clearly understand their Advanced Deposits and Accounts Receivables liability.  Instead, BookingCenter uses 'now' to post the total of the Advanced Deposits and Accounts Receivables amount to the GL, and all detail can be found in the respective reports: Advanced Deposits and Accounts Receivables.

Direct Bills 'paying' a Folio and Companies 'paying' their Accounts Receivables accounts.

Because the Direct Bill event 

 The AD is NOT run for any specific date, the 'date' for AD is like the date for AR - always 'now' - ie current system date.