All accounts in Nitesoft are setup in 'Administration>Drop down lists'.
The accounts can be found in:
'Payment Method' - here are all payment accounts and the invoice account.
'Product Type' -here are all accounts that should be linked to extras/products.
'Service' -here are system accounts like no-show, cancellation, housing, deposit ledger and sales ledger (Open tabs) accounts. Also the open costs you can add on the reservations are added here.
'Tax' -The diffrent tax accounts.
Click the type of account you want to add or edit.
You can make changes to any existing account or you can click 'New' in top right corner.
Save you changes with 'Save' in top right corner.
Tax
Fill in values:
Name: Name of the account, e.g. VAT 25%.
Account: The account number.
Adjustment account: If you use adjustment accounts fill in the number here, if not fill in same number as 'Account'.
Percent: the number of percent the tax is, e.g. 25.
Absolute: If this number has a value a fixed value tax will be added to each reservation, e.g. city tax. If you use 'Absolute' the 'Percent' field should be 0. If you have filled in 'Percent' the 'Absolute' field should be 0.
Payment Methods
Fill in values:
Name: Name of the account, e.g. cash.
Account: The account number.
Invoice: You should have one (only one) invoice account, this account should have this check box checked.
Selectable: If you want users to manually be able to make a payment using this account you should check this checkbox. (Normally all accounts except invoice account and the accounts that comes from a 'Provider' should be selectable).
Default: You can have one default value, when you create a payment the system will preselect this payment method.
Provider: The provider field comes from the integration with other systems. For example online payments or Nitesoft cashier, you cannot manually add a provider for an account. The first time you get a payment of specific provider (for example first time someone pays with Mastercard in Nitesoft Cashier) you will be required to enter the correct account number for this payment type. Accounting is "put on hold" until you have entered the account number. So the provider account numbers cannot be added at setup, they will be added afterwards when you gotten payment of each type.
Product Types
When you create products in 'Agreements & Offers>Extras' you will use the accounts added here.
Fill in values:
Name: Name of the account, e.g. Breakfast.
Account: The account number.
Adjustment account: If you use adjustment accounts fill in the number here, if not fill in same number as 'Account'.
Cost center: (optional) if you use costcenter these are configured in 'Site Administration>Drop down lists>Cost center'.
TaxId: Select the tax associated with this account.
Services
When you add a cost directly on a reservation by using the 'Service' dropdown you will use the accounts added here (for example it can be: comission, fees, laundry etc.).
It is also used for setting up the account linked to the rooms (housing account, conference account etc.).
Fill in values:
Name: Name of the account, e.g. Comission.
Account: The account number.
Adjustment account: If you use adjustment accounts fill in the number here, if not fill in same number as 'Account'.
Cost center: (optional) if you use costcenter these are configured in 'Site Administration>Drop down lists>Cost center'.
Tax: Select the tax associated with this account.
Selectable: If this is checked the account will be available in the 'Service' dropdown in the reservation.
There are already some system accounts added here when a system is setup, you need to modify them to use correct account numbers:
Housing: the default account for all housing revenue.
No-show: If a reservation becomes no-show the housing revenue will be accounted on this account instead.
Cancellation: If a reservation becomes cancelled the housing revenue will be accounted on this account instead .
{SMART} Expiration: (optional) If a Loyal offer becomes expired the remaining unused amount will be accounted on this account instead .
Sales Ledger: Open tabs account, any reservation that stays but have not paid yet will be accounted on this account. This account should be controlled using Sales Ledger report.
Deposit Ledger: Prepayments, any reservation that is paid but have not stayed yet will be accounted on this account. This account should be controlled using Deposit Ledger report.
{SMART} Deposit: (optional) any Loyal offer that is not used yet is accounted on this account.
Adjustment reversement: (optional) if you don't fill in any adjustment account this account will be used instead. So this can be used as a default adjustment account..
See the default account plan and example of basic account plan here.