Transaction Functions
Add Change	Delete List

Transaction Functions

Add a Transaction Code

Select Add from the Accounting | Transactions sub-menu. Select the appropriate Ledger, enter the new Code and Description, and select the associated G/L Account. When creating a transaction code for the B2 In-House Guest Ledger, Bucket selection is also required. When creating a transaction code for the B7 Owner Ledger, Charge selection is also required. The Display, Amount, and Add G/L fields are optional. Save when complete or click Close to abandon the entries and return to the previous screen.

Transaction codes 00-20, 81-83, and those beginning with the letters S or D are reserved for system use only and cannot be added or deleted by customers. There are no double-click or right-click functions available on this screen.

Ledger

Click the drop-down arrow to display the list of current system ledgers. Select the appropriate ledger to enable the Code drop-down. When a ledger is selected and any changes are made, and then another ledger is selected, the system warns of information loss with "Changes have been made, save changes?". Select "Yes" to save changes made or "No" to abandon any changes and move on to the newly selected ledger.

Code

Once the Ledger is selected, choose the Code to be changed to enable the detailed fields for that code. If a ledger and code are selected and any changes made, and then another code is selected, the system warns of information loss with "Changes have been made, save changes?". Select "Yes" to save changes made or "No" to abandon any changes and move on to the newly selected code.

Description

Enter, review, or change the explanation of the transaction code that displays when the codes are displayed within the system (for example, on the guest folio).

Charge

When the B7 City Ledger - Owner Billing is selected, the Charge field offers a drop-down with all configured recurring charges.

Display

When set to Yes, the transaction code is displayed in the drop-down on the Post Charges form. When set to No, the transaction is not displayed in the drop-down on the Post Charges form; HOWEVER, the two-digit character code can be entered if known (for example, hidden from most users but available to upper management). Set to Disable to disallow further use and prepare for deletion. Once the current year changes and if no future reservation exist with that transaction code, it can be deleted.

Amount

Enter, review, or change the dollar quantity assigned to the transaction code. For example, a transaction code for fax charges might require a $10 charge when applied to a guest folio.

Bucket

When the B2 In-House Guest Ledger is selected, review or change the bucket affected by the transaction code when accessed. Tax components should be entered as 7 or 8. Bucket 7 accrues to the Tax-1 folio total and 8 accrues to the folio Tax-2 total.

Use bucket 0 for all transactions that accumulate to the room charge field on the reservation screen. Owner’s gross room revenue is calculated based on transactions in Bucket 0 (see Process Owner Revenue). Travel Agents are paid their commission based on a percentage of Bucket 0 transactions. An example of a Bucket 0 transaction is a B220 room charge adjustment.

Use Bucket 1 or 2 for incidental charges that are configured in Other Charge 1 and 2 fields on the reservation Charge Summary tab. In some cases, owners are paid revenue and/or agents are paid a commission based on charges that accumulate in Bucket 1 or 2. Bucket 1 and 2 may also be used to separate taxable charges from non-taxable charges.

Tax Category

The Tax Category drop-down allows predefined tax categories to be used without defining the individual taxes on each transaction code. This is the same way the system defines and posts B200 transaction codes and knows which taxes to use. Existing transactions are set as "Use Taxes Below" which allows individual definition of each tax amount and G\L Account as usual. Click here for more Tax Category detail.

G/L Account

Select, review, or change the general ledger (offset account) associated with the transaction code. To add another G/L account, see Add G/L Account. Transaction Codes allow the property code, as defined in Table R2, to be added to the G/L account number when adding or changing a transaction. When choosing the G/L account for a transaction code or the G/L account for the tax component on a transaction code, you are now able to delete the selected text and type in a G/L Account number. The account number must contain "PC" if typed in manually.

Property codes and G/Ls work together. For example, a system can have two Property Codes (01 and 02). Each room type is assigned to a property. When posting a fax charge (B210), RDPWin posts it to G/L# 40210 no matter which property the guest is staying. If a customer wants revenue for each property to be divided into the two different G/Ls, then change the G/L account on that transaction code when it gets posted. Tell the system that the transaction code will use G/L# 40210PC. The location of PC can be at anywhere in the code. When the system reads "PC" in the G/L account number, it confirms the property exists. If the guest is at Property 02, the charge is posted into G/L # 40210-02. A customer that has identical rooms at both properties still has two separate room types, because each room type can only be part of one property.

Example:

Transaction | List
Expand B2 and double-click "Tx 10: Fax Charge"
In the G/L Account field, highlight the actual text of "40210 - Revenue - Fax"
Delete the text (an error provider displays)
Type in 40210PC

Add GL

Click to create a new G/L Account.

Save & Close, Save, and Close

See Save for details on these buttons.

Click these links for Frequently Asked Questions or Troubleshooting assistance.

Last Updated 11/18/2008

Accounting - Add Transaction Code

Add a Transaction Code