Posting Expenses or Deductions
Posting Expenses or Deductions
Posting Expenses or Deductions
Posting Expenses or Deductions
The following text is with consideration to...
1.Receipting Clients for their stay.
2.Producing an Owners Statement
When a tenant hires a unit/house or villa you will have made a booking for them.
Normal Income
Customer pays for hire
oOpen the charges program from the Booking Ledger, the Command Centre or the Map program (Std Version).
oFind the booking for the client (UNT 01 etc.)
oPress the S key when the cursor is in the Code column of the Charges window, and enter the number of nights etc.
oPress enter to complete the Site fee charge. The cursor will go to the next lines code field.
A Commission posting will be made to the owners expense booking automatically.
Other Sales, Expenses or deductions
Your Extra Sales (not for the Owners Account)
If you sell other items to the client eg. Linen Packs etc. These items can be created in the Extras Sales file. Once you have the extras items defined, ..
Use the i key when the cursor is in the Code column of the Charges screen
Enter the number of items in the Qty column
process through to the next line by pressing Enter.
Note: The Extra items you sell using the Customers booking are for your account, NOT the expenses booking.
Expenses to the Owners Account
The owner pays for maintenance of the Units/House or Villa so you may want to post an expense like a cleaning fee for when the tenant moves out. Other fees or deductions can be posted in this way...
oFind the Expense booking for the Owner and bring it up in the Charges screen.
oPress the i key when the cursor is in the code column.
oEnter 1 for Qty.
oSelect the Extras sales code for Cleaning Fee.
oEnter through until the cursor go to the next line.
The charge will be a Debit. If you are crediting the expense, you will be giving it back to the owner. Use the credit column only for adjustments.
Process the transaction with the A key, the same as if you were taking a payment. This "finalizes" the posting. In the Payments screen, if you do not want a receipt, click on the Record button.
About Posting Dates
The reporting system in UniRes uses the transaction date (the date of posting). This is true for the Control Account Statements also, so if you want expenses and site fee transactions to be in the same month, you have to be aware of the date you post the transactions.
Example Date Manipulation
If a booking client pays for a booking towards the end of the month of May and leaves early the next month (June) and "todays" date is now say the 2nd of June, you will probably want the Owners Statement for May to show the cleaning in the same month. Before you post the expenses for the bookings for May, use File Maintenance - Installation Utilities - Change UniRes Date and set the date back to say the 31st May. Then process the expenses. Set the date back again by clicking onn the red and white date displayed on the screen. You can post to any date this way.
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