First you have to identify which type of problem it is:
1. Do you have a problem with the content of a specific account, for example Sales Ledger, Invoices or Payments?
2. Do you have an integration or file transfer to your accounting system and there is a diffrence between accounted amounts in Nitesoft and the Accounting system?
1. Issue with content of specific account
Sales Ledger/Open tabs
Sales Ledger needs to be contiously monitored. These are the types of reservations that end up in Sales Ledger:
1. Advance invoices: these reservations will be in Sales Ledger until the Advance invoice is paid then it will be moved to Deposit Ledger (Prepayment account).
2. Reservations that are staying in the hotel at the moment but pays at check-out.
3. Reservations that have been staying at the hotel and should be invoiced.
It can also contain these types of reservations that should be handled:
4. Checked out reservations where you for some reason have not been paid.
5. Cancellations and No-shows that are paid but should be refunded to customer, read how to refund here.
6. Cancellations and No-shows that are not paid and you will not get the money, read how to remove a cancellation fee here for no-show you set the housing to 0, like this.
7. Comissions or rounding errors for reservations that been invoiced, handle it like this.
Invoices Report/Invoice account
If invoices are not removed from Inovice report although they are paid, this can be the reasons:
1. You did not link the payment or the credit invoice to the inovice. Read more on how to correct it here.
2. The payment amount does not correspond to the invoice amount. This could be either a rounding error or that the paid amount is exluding comission or card fees or that the customer just paid incorrect amount. Read more here on how to correct it.
3. The credit invoice amount does not correspond to the unpaid amount of the invoice. Read more here on how to correct it.
4. If you have a fortnox integartion and there are smaller remaing unpaid amounts in the report, check 'Fortnox integration' point 5 below in this article.
Payment Report/Payment methods
Make a montly or daily comparison between payouts from payment provider and Payment Report in (there is usually a number of day delay between Nitesoft and money paid out).
If you have an integration to a payment system and there is a difference between money paid in Nitesoft and the money you got payed out to the bank, reasons for the difference can be:
1. You have got new payment methods which you did not yet assign account number to, then economy report generation is put on hold. Go to balance report and check if there is a Warning that you have to assign accounts in that page, read more here.
2. You have not closed day on the cashier so there has been a delay in sending the transactions over to the payment provider.
Or there has for some other reason been a delay in the paying out the money from payment provider.
3. You made manual payments to a payment account/payment method that should only contain payments from an integrated payment provider.
4. Payments are paid out excluding comission or card fees but amount in Nitesoft is including comission and/or fees.
Other Accounts
To investigate what happened on a specific account use Balance report. You can search for a specific account and a date of date range and you can see all transactions that occured on that account. Like this/read more here.
To investigate what happened in a specific reservation click 'Balance' in the reservation. There you will be able to see all that transactions that occured on that reservation, you will also be able to filter by date. Like this/read more here.
2. Difference between Nitesoft and Accounting system
To find the difference start by comparing amounts in the systems, monthly or daily. In Nitesoft use Account Subtotals for this purpose.
File transfer (SIE4, Visma, Hogia)
Reasons for the difference can be:
1. You have got new payment methods which you did not yet assign account number to, then ecomony report generation is put on hold. Go to balance report and check if there is a Warning that you have to assign accounts in that page, read more here.
2. That you missed to import one or several days, or that you made manual changes to the vouchers after they were imported in Accoutning system.
Fortnox integration
Reasons for the difference can be:
1. Some files have not been exported. Read more here.
2. That you made manual changes to the vouchers after they were imported in Accoutning system.
3. If an account in Nitesoft is linked to different VAT than the account is linked to in fortnox, if this is the case you will proabably get a VAT error in fortnox.
4. That you made manual changes to the invoices after they where imported in Accounting system. For example if you change the amount of the invoice directly in fortnox or if you void an invoice without making the corresponding change to the correcting voucher. Read more how to handle that case here.
5. Invoices that are marked as handled in fortnox, without being marked as paid. That amount is not imported to Nitesoft. Typical example is that hotel gets the payment excluding comission and the last amount is accounted to comission account, then in Nitesoft the payment will be imported by the comission amount will not be imported. Read more how to handle that case here.