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Using the General Ledger
Using the General Ledger
Updated over 6 months ago

The General Ledger is accessed to conduct an audit of the: revenue closings (yearly, monthly and daily), transactions, reservations: and invoices, generated by a property using the Little Hotelier product.

Prerequisites

  1. If you are an auditor , please ensure that the supervisor/owner of the property who has supervisory access to Little Hotelier is available to provide access to the system

  2. If you are a customer in Germany and want to have an auditor view the fiscal data, please add them as a user to Little Hotelier.

  3. For any system related or functional issues, the auditor may report to the supervisor who can then reach out to Little Hotelier through the normal customer support channels.

  4. A user who may be called a supervisor at a property but does not have supervisor access on Little Hotelier will not have access to view all data


The General Ledger

  • Once you log in to the Front Desk , navigate to the bottom of the page, and select General Ledger in the footer.

  • You are ready to commence the audit process.


The Audit Process

The audit process consists of:

  • Viewing Closings

  • Viewing Transactions

  • Viewing Reservations

  • Viewing Invoices

Please note: Little Hotelier will start tracking all fiscal transactions once the General Ledger functionality has been enabled. If you have added reservations either manually or through the reservation import process prior to enabling the General Ledger functionality these transactions will not be reflected in the General ledger. The property owner accepts responsibility in providing any other additional financial information or records.


Viewing Closings

To view the revenue closings, select the View Closings tab.

There are three closing periods. Yearly, Monthly and Daily. To view them, please click the corresponding button.

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Yearly Closings

Selecting Yearly shall display the closings for each fiscal year.
The information displayed shall contain the:

  • Period

  • Seq.closing#

  • Closing date/time

  • Perpetual closing total

  • Closing total

Monthly closings for a fiscal year

To view the closings per month of a fiscal year, click View Months.

This shall display the Closing total of the fiscal year , and for each month :

  • Period

  • Seq.closing#

  • Closing date/time

  • Perpetual closing total

  • Closing amount

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Monthly Closings

Selecting Monthly displays the closings per month, based on a date range specified by you.

The information displayed shall contain the:

  • Closing total for the selected month range

  • Period

  • Seq.closing#

  • Closing date/time

  • Perpetual closing total

  • Closing total

Selecting a month period range

To select a month period range, click on the date dropdown icon to specify the From month and To month , and click Search.

To start a new search, click Clear and select a new period range.

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Daily closings for the month

To view the daily closings per month, click View Daily.

This shall display the Closing total for the month , and for each day :

  • Period

  • Seq.closing#

  • Closing date/time

  • Perpetual closing total

  • Closing amount

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Daily Closings

Selecting Daily displays the closings per day based on a date range specified by you.

The information displayed shall contain the closing total for the selected date range , and for each day the:

  • Period

  • Seq.closing#

  • Closing date/time

  • Perpetual closing total

  • Closing amount

Selecting a date range

To select a date range, click on the date dropdown icon to specify the From date and To date , and click Search.

To start a new search, click Clear and select a new period range.

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Viewing Transactions

To view the hotel transactions, select the Transactions Tab.

This tab will display for each transaction the:

  • Date/time

  • Reservation ID

  • User ID

  • Transaction type

  • Amount

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All User IDs and associated Reservation IDs

To view transactions for all the hotel guests, click on the date dropdown icon to specify the From date and To date and click Search

Specific User ID details

To view transactions for a known user id, type a known user ID (full/or partial) in to narrow the search, or click on the dropdown to display a list of user IDs to select, and then click Search.

Specific Reservation ID detail

To view transactions for a known reservation ID, type the reservation ID in the Reservation ID field and click Search.

Please note: You can Clear your search filters at any time to start a new search.


Viewing Reservations

To view the hotel reservations, select the Reservations Tab.

This tab will display for each reservation the:

  • Reservation Overview

  • Invoices

  • Invoices History

  • The option to view transactions associated with a reservation

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Reservation details

Type a valid reservation id in the Reservation ID field and click Search

Invoice details

Navigate to Invoices and click View

Transactions associated to the reservation

Navigate to Transactions , and click View transactions tied to this reservation.

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Viewing Invoices

To view the details of an individual invoice, select the Invoices Tab.

This tab will display for an invoice the:

  • Invoice Overview

  • History

  • The option to view transactions associated with the reservation for the invoice

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Invoice details

Type a valid invoice id in the Invoice ID field and Click Search.

Transactions associated to the invoice

Navigate to Transactions , and click View transactions tied to this reservation.

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Payments


Invoices

Generating a new Invoice

After the , you will be able to generate an invoice for the new booking.

  1. Follow the steps for how to search for a reservation, as there are several ways to find a reservation

  2. When you find the reservation you are seeking, open the booking to edit it

  3. Select the INVOICES tab. This shall display the BOOKING SUMMARY , invoice summary and the Booking status of the reservation.

  4. For new reservations, or reservations where an invoice has not yet been generated, you shall be prompted to generate an invoice. Click the Generate Invoice Button when you are ready to generate the first invoice.

  5. From this screen you can:

    • Click Email to issue an email copy of the invoice to the guest

    • Click View/print to view the invoice on-screen or print the invoice

    • Click Cancel booking to cancel the reservation

    • See how many times the invoices has been Viewed/printed

    • Change the Booking status accordingly from Confirmed to Checked-In , or Checked-out depending on the status of the reservation

  6. Click Save to retain the changes

Click Close to exit the invoice

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Updating an existing invoice

During a guest's stay with the hotel, there may have been a need to update some of the provisioned services, which requires an update to the invoice.

  1. To update an invoice, you will need to .

  2. In the search results for RESERVATION FOUND , click on the invoice you wish to edit.
    A message prompt appears notifying to generate a new invoice due to recent changes to the reservation

  3. Click on the Generate Invoice button to generate a new invoice.
    The updated invoice with its corresponding BOOKING SUMMARY , invoice summary, the Booking status of the reservation, and inventory shall appear on-screen.

  4. Confirm the Booking status is correctly set, based on the status of the reservation.

  5. Click Save to confirm the changes to the invoice in the system.
    If required, Click View/print or Email an updated copy of the invoice.

  6. Click Close to exit the invoice.

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Invoice History and Older invoices

Invoice History

Contains the invoice activities for a reservation – i.e. when invoice(s) for the reservation are viewed/printed or generated.

Older Invoices

Every time a new invoice is generated for a booking, it shall appear as an inventory item in the Older Invoices list for that reservation.

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References to Invoices

For additional information on how invoices are generated, read Generate, print and email a guest invoice.

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