This is accounting examples for when the system is setup with adjustment accounts.
This means that for prepaid reservations the VAT is accounted at the time of the payment (instead of the time of the stay).
Account plan
In the example we use the following account plan:
1510 Open tabs account (Sales Ledger)
1511 Invoice account (Invoice Report)
1980 Card payment or Bank payment
2620 12% VAT
2890 Deposit Ledger/Prepaid housing
2991 VAT of prepaid housing, adjustment account
3010 housing revenue, 12% VAT
3011 prepaid housing adjustment account 0%
3023 cancellation revenue, 12% VAT
Example 1: Stay one night
A guest books a reservation for one night for 1120 SEK and pays with card at check-in:
Voucher on check-in day, when guest stay and pay:
1980 debit 1120
3010 credit 1000
2620 credit 120
Example 2: Stay two nights
A guest books a reservation for one night for 1120 SEK and pays with card at check-out:
Voucher on check-in day, when guest stay:
1510 debit 1120
3010 credit 1000
2620 credit 120
Voucher on check-out day, when guest pay:
1980 debit 1120
1510 credit 1120
Example 3: Stay two nights and prepay
A guest books 2 nights for 1120 each and prepay the stay:
Voucher when guest book and pay (revenue is accounted and an adjustment for it is also accounted):
1980 debit 2240
2890 credit 2240
3011 debit 2000
2991 debit 240
3010 credit 2000
2620 credit 240
Guest stays first night (the adjustment of the revenue is revered, second night will be the same):
2890 debit 1120
3011 credit 1000
2991 credit 120
Example 4: Late cancellation
Guest books a reservation for one night for 1120 SEK but cancels reservation late and then pay for his late cancellation:
When guest cancel the reservation:
1510 debit 1120
3023 credit 1000
2620 credit 120
When guest pay for the cancellation:
1980 debit 1120
1510 credit 1120
Example 5: Prepay and refund of cancellation cost
Guest books one night for 1120 and prepays and then cancel his trip and hotel decides to refund it:
Voucher when guest book and pay:
1980 debit 1120
2890 credit 1120
3011 debit 1000
2991 debit 120
3010 credit 1000
2620 credit 120
Voucher when guest cancel (revenue moved from housing to cancellation, and adjustment is reversed):
2890 debit 1120
3011 credit 1000
2991 credit 120
3010 debit 1000
3023 credit 1000
Hotel decided to refund the cancellation cost (the cancellation revenue is put as a negative debt on 1510):
3023 debit 1000
2620 debit 120
1510 credit 1120
Hotel refunds the payment to customer:
1510 debit 1120
1980 credit 1120
Example 6: Invoice
Guest books one night for 1120 and it is invoiced:
Voucher on check-in day, when guest stay:
1510 debit 1120
3010 credit 1000
2620 credit 120
Voucher when invoice is created:
1511 debit 1120
1510 credit 1120
Voucher when invoice is paid:
1980 debit 1120
1511 credit 1120