ASSD - Ho(s)tel Management Software PMS 3

Open services of unbilled invoices can be charged to a Guest Ledger account till a cutoff date. This can be used as night auditing or month end procedure to close a certain time period. Preparation: Create a guest ledger article and assign a guest ledger account to this article. On tab "Misc" (article database) enter a "Z" for "Automatic Balance". Assign this new article as a default via menu "Settings / Field Validation", Field "gledger" (overwrite the "00"). The guest ledger account should be carried forward similar to other real accounts (see "Accounts"). Please note that all items billed manually before or on the current cutoff date get a benefit date one day after the cutoff date. In this case the benefit date stops matching the date of the service e.g. the overnight. The original service date is stored as real date in transactions.

 

Accrual Accounting

 

à Old Problems

    - changes to past dates are possible

    - open amounts not yet posted (before issuing an invoice)

 

à Solution - Cutoff date for Guest Ledger

    - data can only be posted after cutoff

    - charge to the guest ledger posts all open data and sets a new cutoff date

 

à Conclusion

    - data selections till the cutoff date are now final and cannot change anymore

    - periods can be closed immediately (posting to guest ledger)

 

à Exception

    - Accounting transactions are still flexible (but a field validation rule may limit them)

 

à Usage

    - Either daily, weekly, monthly or yearly to close periods by calendar date