Accounts

Your accountant thinks in accounts: rooms, services, taxes owed, commission, salaries. The chart of accounts is where Veridien files every figure it records under an account of yours, so the reports speak your accountant's language without anyone re-keying a number.

Open Money > Accounts in the sidebar. You need the View Accounts permission to see it and Manage Accounts to change it.

Every account belongs to one group:

• Assets: money we have. The cashboxes, and stock at recorded cost.
• Receivables: money owed to us. Guest balances, stays a booking channel collected for, agency balances.
• Liabilities: money we hold for others. Guest deposits, tax and service charge collected, money for outside providers, tips, loyalty points.
• Payables: money we owe. Agency commission on statements not yet paid.
• Revenue: income. Rooms, services, fees, outlets and more.
• Expenses: costs. Channel and agency commission, payment fees, and every expense category.

Every property starts with a default chart of about thirty-five accounts. You can rename any of them, add your own with Add account, put an account under another as a sub-account, and archive an account you no longer use. System accounts cannot be archived or moved to another group, and an account with sources still booking to it stays until they move.

Each group has its own tab. It opens on three cards: the group's total (this month for Revenue and Expenses, today for the other four), what the total is made of, and how it moved since last month. Below them, a table lists every account in the group with what goes there, how many sources book to it and its amount; amounts of zero are shown in grey, so the accounts that hold money stand out. Select an account to open its page, with its linked sources and editing actions.

Use the search field to find an account by name, code or description. Under Display, Account codes shows each account's code and Archived accounts adds archived accounts. Returning from the account page keeps your search.

With the View Financial Reports permission, each account shows its figure: for a revenue or expense account, this month so far; for the other groups, the balance at the end of today. They are the same figures the Profit and loss and the Balance summary show.

The Where money goes tab lists every money source (payment methods, charges, taxes, outlets and their charges, services, expense categories, booking sources, agencies and cashboxes) with the account it books to. A source you have not linked books to the default account for its kind. The line above the chart points out sources that land in Other income or Other costs, or that are linked to an account that no longer fits them, so nothing falls out of sight.

The same Account picker appears in each source's own settings, so you can link a new service or charge where you set it up.

Tax you pay to the government, commission you pay an agency and supplier bills are recorded as expenses. Give them a category of their own, and link that category to the liability or payable it settles (for example Taxes collected). Those expenses then pay the balance down instead of counting as a cost, so profit is not reduced twice.

Two reports under Reports > Statements are built from the chart:

• Profit and loss: revenue and expenses for a period, by account, with the previous period beside it if you want. Click the arrow beside an account to see what its figure is made of; click the account's name to open it here.
• Balance summary: assets, receivables, liabilities and payables at the end of a day.

Both are explained in Reports.

• Reports: the Profit and loss and Balance summary.
• Expenses: the categories your costs are filed under.
• Taxes and charges: the charges whose tax is held for the government.