In this article you will learn: The management of booking rules
- General
- Where to find the booking rules
- Booking rules overview
- System and custom rules
- Create a booking rule
Quick guide:
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Settings / Finance / Accounting configuration
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Open a configuration and switch to the "Booking rules" tab
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Select "Create booking rule" to add a custom rule
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Use the "only custom" filter to show your own rules
General
Booking rules help you create your own set of rules for revenue posting. The software accesses a set of system rules that are used for revenue posting. In addition, you can also create individual booking rules using individual revenue accounts. This gives you the option of posting sales revenues for beverages to a revenue account created specifically for this purpose, or certain rates, additional modules, flat fees, and even article variants.
Important: If you change a rule, past bookings will not be changed. New or changed rules only apply to future bookings.
Where to find the booking rules
The booking rules are part of an accounting configuration. Open Settings / Finance / Accounting configuration, select the configuration you want to edit and switch to the "Booking rules" tab. Each configuration also has a "Posting accounts" tab, where the underlying revenue and balance accounts are managed. A configuration can be shared with other studios, so that all studios post according to the same rules and to the same accounts.
Booking rules overview
The "Booking rules" tab lists all rules that determine which revenue account a given revenue type is posted to. For each rule you see the revenue category, the account or type of revenue, the VAT rate and the target revenue account. Use the "only custom" filter to narrow the list to the rules you created yourself.
Move the pointer over a rule to open its context menu (the three-dot icon at the end of the row). A summarized rule that spans all VAT rates offers "Separate Booking rule", which splits it into one rule per VAT rate, so you can post each rate to a different account. A rule that is already tied to a single VAT rate offers "Merge Booking rule" instead. Use "Change booking rule" to set the target revenue account of a rule.
System and custom rules
The software is delivered with a set of system rules that are used for revenue posting by default. You can edit the target revenue account of a system rule, for example to post all revenues from rates at 19% VAT to a specific account. Rules you add yourself are marked as custom; the "only custom" filter shows just these. In the delivery state no custom rule exists yet.
Create a booking rule
Select "Create booking rule" to add a new rule. In the dialog you first choose the "Revenue category" (for example Rates, Additional modules, Flat fees, Articles, Article variants or Booking code). You then choose the "Type of revenue" it applies to; the VAT rate is shown inline in each option. Finally you select the "Revenue account" to which revenues of this type should be posted. Because the VAT rate is part of the revenue type, you avoid accidentally posting revenues with different VAT rates to the same account.
As a rule, a sales type can only be posted to one revenue account at a time. Articles and article variants are a special case, as there can be two VAT rates for these sales - one for in-house sales and one for out-of-house sales (ToGo). In these cases, you will be asked to define two revenue accounts for the respective tax rates in one rule. The software will indicate when such a configuration is necessary.