Information on setting up General Ledger Account Codes in RMS, and how they report.

Overview

A General Ledger Account Code (GL Acc Code) is a unique code or number assigned to each account in the financial system's chart of accounts.

Each unique code is then used to organise financial transactions within the general ledger.

GL Acc Codes are required on any revenue-generating items in RMS, including Categories or Areas and Sundry Charges. Allocation of revenue will be determined by the GL Acc Code Hierarchy.

GL Acc Codes can be setup as 'Accommodation Revenue' to be included in Operational Revenue for accommodation.

Assign a Grouping to each GL Acc Code to bundle financial transactions within sub-sections on a range of reports, including the Cash/Charge and Flash Report.

A Trust Grouping can be used by Trust Accounting properties to group GL Acc Code information on specific Trust Accounting reports.

Operational Revenue reports with a Food and Beverage breakdown, including the History & Forecast Report, reference the Grouping assigned to the GL Acc Code. 

Important Information

• To ensure accurate financial reporting, it's essential to set up GL Account Codes in RMS to match those used in your financial system.
• Make sure GL Account Codes in RMS align with the codes from your financial system during setup.
• If you change whether a GL Account Code is included or excluded from Accommodation Revenue after transactions have been recorded, you must run the "Update Accommodation Revenue" utility. This ensures that Operational Revenue reports reflect the changes correctly.
• Switching the GL Account Code assigned to a charge in RMS will not affect existing transactions.
• Voiding transactions with the old GL Acc Code and recreating a Charge with the GL Acc Code will post both the Void and New Charge as of Todays Date. 
• The External Reference Number field is used by a legacy API interface and is not required for general setup.

Guide

In the side menu of RMS, go to Setup > Accounting > GL Acc Codes.

1. Select 'Add'.
   
    
2. Enter the General Ledger Account Code.
3. Enter a Description.
   (Optional) Enter a Long Description.
   (Optional) Select a Grouping.
   (Optional) Select the checkbox 'Include in Accommodation Revenue'.

4. Select 'Save\Exit'.
   (Optional) Navigate to the Expenditure tab.
   Enter the 'Budget Amt' for the GL Acc code for the required Year\Month.