When a reservation becomes prepaid or gets paid after checkout only the amount paid for or stayed will end up on balance accounts.
Prepayments: Only the revenue that the guest paid for (not the total reservation amount) will be added to Deposit Ledger.
Invoices/Pay after checkout: The debt on Sales Ledger will increase for each day stayed (instead of getting the total amount on day of check-in).
There may be reservations that have a balance of Sales Ledger and Deposit Ledger that does not yet correspond to an actaul payment or revenue. The amounts in the two reports will cancel each other out and the reports will both be decreased at this release. There may also be some revnenues that are not fully paid for that will be cancelled. The cancelled revenues will then be accounted again later on the actual payment date or delivery date.
On the date when the accouting update was made you may get some additonal transactions that do not correspond to any change you made in the system.
If you have rooms and products that are booked in the future in a partly prepaid reservation, the products that have not been paid for will appear to be cancelled in the balance report. The product or room is in this case not acually cancelled but the revenue will be accounted on a date in the future instead.
Accounts in example:
3010 housing revenue, 12% VAT
3011 prepaid housing adjustment account 0%
3023 cancellation revenue, 12% VAT
2620 12% VAT
2991 VAT of prepaid housing, adjustment account
1510 Account receivable (SWE: kundfordringar)
2890 Deposit Ledger account/Prepaid housing
1980 Card payment
Example 1:
Guest stays 2 days, one day in the past and one day in the future, 1 night costs 1120
The way this reservation was accounted before accounting update:
3010 -1000
2620 -120
1510 +2240
2890 -1120
The way this reservation is accounted after accounting update:
3010 -1000
2620 -120
1510 +1120
These types of reservation will at deployment result in a transactions that cancels some of the amounts accounted on 1510 and 2890.
That will appear as a decreased amount in Sales Ledger and Deposit Ledger.
Example 2:
Guest stays 2 days in the future and have prepaid 1 night, 1 night costs 1120. When revenue is accounted with adjustment accounts.
The way this reservation was accounted before accounting update:
3010 -2000
3011 +2000
2620 -240
2991 +240
2890 -2240
1510 +1120
1980 +1120
The way this reservation is accounted after accounting update:
3010 -1000
3011 +1000
2620 -120
2991 +120
2890 -1120
1980 +1120
These types of reservation will at deployment result in a transactions were the revenue and adjustment account will cancel each other out (in this example 3010 and 3011) amd amounts accounted on 1510 and 2890 will also decrease with same amount.
The revenue decrease will appear in Deposit Ledger.
The 1510 and 2890 change will appear as a decreased amount in Sales Ledger and Deposit Ledger.