What are the features in Expense & Hotel Accounting System?

Real Space hotel accounting system and expense module has the following features:

Accounts Receivables:

All payments recorded in Real Space PMS as Bill To Company are automatically moved to Accounts Receivables so they can be tracked an payments collected. The balance can be visible as well the detailed ledger of each Account can be seen in detail.

Accounts Payables:

All vendors that are added in Stores & Purchase module are automatically recorded in Real Space system as Accounts Payables. So they can be tracked for any pending payments to be done. The balance payable can be visible at any time as well the detailed ledger of each Account can be seen.

Expenses:

Any expenses that are marked in the Real Space PMS are automatically taken in the bank reconciliation statement and can be tagged towards the categories they are made. Also they automatically get accounted towards the Profit & Loss statement that gets calculated automatically.

Taxes:

Any taxes that are configured in Real Space PMS will automatically be correctly calculated, summarized, and displayed in the Taxes section of Accounting module. Moreover, some auto integrations are built for GST filing and E-Invoice system integrations.

Bank Reconciliation:

All payments marked on Real Space PMS are automatically categories into each payment category and the detailed ledgers can be visible. Moreover, the bank reconciliation can be done for any offline payments received for any Receivables so that the balance / ledgers are tracked.

Group / Chain Hotels:

For group / chain hotels the Accounting Module can be configured as a chain. In this setup, all companies / receivables are created as group companies and not as individual hotel companies. Similarly all Vendors are created at group level and all transactions, reconciliation and taxation can be summarized at a group level and not at the hotel level.

How to use Hotel Accounting System with hotel PMS system?

Hotel Accounting system is a very important part of any hotel business because it helps any hotel manage all resources, payments and profitability. The main features of system are as follows:

Accounts Receivables: this refers to all accounts, customers, companies (including City Ledger) that the hotel business needs to receive money from.
Account Payables: this refers to any entity, vendor or employee that the hotel owes money to.
Taxes & Regulations: this refers to calculation of relevant sales, income taxes that the hotel needs to pay monthly / quarterly / annually.
Reconciliation: this refers to tracking of all collections, payments with any source of collection (eg. Bank account or cash desk).

Hotels can either use 3rd party systems to manage their accounting requirements, or use in house integrated accounting module to cater to the above needs.

Larger hotels with elaborate vendors, payments or taxation structure should use specialised 3rd party accounting modules to manage their accounting requirements. However, small & independent hotels should use integrated hotel accounting software, similar to what Real Space provides.

How to manage expenses & cashbook in Hotel PMS system?

Expenses and cashbook (drawer) management should be an integral part of any best in class property management system. It should not be an added module, but should be a key part of daily operations and frontdesk software. Key features to be included:

All expenses should be organized in categories that should be easily configurable / editable.
Any expenses entered should automatically be accounted for in the Profit & Loss statement generated
All payments going in and out of system should be automatically recorded in system.
Ability to scan and upload cash receipts / payments easily into the system.
Cash balance from previous date should automatically come in as opening balance of each date.
Ability to generate automated bank transfer files to implement bank transfers to vendors.

How can hotel accounting systems generate E-Invoices or specialised compliance invoices automatically?

Many countries have specialised regulatory requirements related to Accounting, Guest Management, Taxation, etc. The data required by these governments are often residing in the hotel PMS system, which is the daily system of records for each guest. However, this data needs to be exported to the relevant government system in the following ways:

Automatic Integration: Advanced hotel PMS systems like Real Space allow you to automatically export each invoice data into the corresponding EInvoice portal or government website, using an API connectivity. This can happen usually directly through government issued API, or through GSP intermediaries, who are certified to send this data from merchants to the government records.
Manual Export of data: Invoice, guest, or stay data of guests can be exported by any PMS systems into simple formats (excel, JSON, XML), and then imported manually into the government portal to ensure that the data gets transferred in regular intervals to the authorities.