Nitesoft Helpdesk

This is accounting examples for when the system is setup without adjustment accounts.

This means that for prepaid reservations amount will be accounted on the deposit ledger account, but the revenue and VAT of the reservation will be accounted when guest actaully stays.

Account plan

In the example we use the following account plan:

1510 Sales Ledger account (Open tabs)

1511 Invoice account (Invoice Report)

1980 Card payment or Bank payment

2620 12% VAT

2890 Deposit Ledger (Prepaid housing)

3010 Housing revenue, 12% VAT

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:

1980 debit  2440

2890 credit 2440

Guest stays first night (second night will be the same):

2890 debit  1120

3010 credit 1000

2620 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 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

Voucher when guest cancel (revenue moved from housing to cancellation, and adjustment is reversed):

2890 debit  1120

3023 credit 1000

2260 credit 120

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