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Sample Accounting Ledger - PDF

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					SAMPLE ACCOUNTING DATA NEEDED


1) GL chart of accounts: samples listed; subcategories can be set up as needed

   a) Assets
      i) A/R guest ledger (for accounts paid by guest)
      ii) A/R city ledger (for accounts paid by direct bill)
      iii) Bank accounts

   b) Liabilities
      i) Lodging/room tax payable
      ii) Sales tax payable
      iii) Advance deposits (optional)
      iv) FICA payable
      v) FED payroll tax payable
      vi) Other payroll tax payable
      vii) Other payroll payables
      viii)Accounts payable
      ix) Other payables as necessary

   c) Income
      i) Room revenue
      ii) Gift shop revenue
      iii) Food revenue
      iv) Beverage revenue
      v) Miscellaneous income
      vi) Other income as necessary

   d) Expenses
      i) Wages & salaries
      ii) Employer FICA
      iii) Utilities
      iv) Restaurant supplies
      v) Hotel supplies
      vi) Maintenance
      vii) Contract labor

2) HOTEL payment codes

   a)   DEP – required. Used internally to process advance deposits.
   b)   AX – American Express
   c)   CA – cash
   d)   DB – direct bill
   e)   MC – MasterCard
   f)   VS - Visa
SAMPLE ACCOUNTING DATA NEEDED

3) HOTEL charge codes: all charge codes will need GL debit and credit
   Port Inn will provide these buy you’ll want to coordinate with them.

   a) RC – room charge (required)
      Example: debit A/R Guest Ledger and credit Room Revenue
   b) RCTE – room charge tax exempt (required)
   c) RT – room tax (required): if more than one, then RT1, RT2, etc.
   d) ST – sales tax (required): if more than one, then ST1, ST2, etc.
   e) LD – long distance call
   f) LC – local call
   g) MISC – miscellaneous charge (income)
   h) DEPU – this code is internal and moved money from advance deposits
      folio to guest folio. In GL it should debit advance deposits and credit A/R
      guest ledger.
   i) ADF – advance deposits forfeited
   j) ADR – advance deposits refunded (unless giving moneys back from cash
      drawer or credit card processing)
   k) REST – this debits & credits daily and is used internally
   l) GIFT – this debits & credits daily and is used internally
   m) FOOD – food revenue
   n) BEV – beverage revenue
   o) SHOP – gift shop revenue
   p) FTAX – food tax payable
   q) FTIP – food tip payable
   r) DISC - discount


4) POS Discount codes – samples – numeric. These aren’t assigned GL codes
   directly; rather, they are assigned Hotel charge codes which in turn point to
   GL accounts.

   a) 1 – Employee discount
   b) 2 – AARP discount

5) POS payment codes: These codes are numeric except for payouts. These
   aren’t assigned GL codes directly; rather, they are assigned Hotel payment
   which in turn point to GL accounts.

   a)   0 – cash
   b)   1 – MasterCard
   c)   2 – American Express
   d)   3 – Room charge
   e)   4 – Account charge
   f)   P/O1 – cash paid out vendor
   g)   P/O2 – cash paid other
   h)   P/OT – tips paid out
SAMPLE ACCOUNTING DATA NEEDED


6) POS department (revenue) codes: These aren’t assigned GL codes directly;
   rather, they are assigned Hotel charge codes which in turn point to GL
   accounts.

   a) G – gift shop
      Example: Hotel charge code might be SHOP
   b) B – beverage
   c) F – food

				
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