Integrated General Ledger Overview - Hotels & Resorts

This page is designed for customer using our Hotel System General Ledger. For Vacation Home Rentals or Condominium hotels, please see "Trust Accounting Overview".

One of the most important elements of any property management system is the General Ledger capabilities. The RDP system includes many features related to accounting. Topics covered in this document include:

General Ledger Topics in this document

Data flow from RDP to your back office system

RDP transactions and your General Ledger account numbers (Chart of Accounts)

General Ledger detail is stored forever in RDP

Advance Deposit Ledger, Guest Ledger, City Ledger (A/R), and more

Related screens and reports

RDP Property Management Links

General Ledger Topics in this document
Data flow from RDP to your back office system RDP transactions and your General Ledger account numbers (Chart of Accounts) General Ledger detail is stored forever in RDP Advance Deposit Ledger, Guest Ledger, City Ledger (A/R), and more Related screens and reports RDP Property Management Links

Data Flow From RDP to Your Back Office System

Most RDP customers already have a back-office system from a major vendor such as QuickBooks, Peachtree, MAS90, etc. There are many excellent third-party systems available, and it is RDP's philosophy to interface our G/L sub-ledger to the back-office system of your choice. This provides an ideal solution for many accountants, since they choose the best, most appropriate back-office system. The data flow is as follows:

During installation, account numbers are assigned from your chart of accounts to every RDP transaction code.
Within the RDP system, transaction codes are posted to reservations, folios, groups, companies, travel agents, wholesalers, etc.
During the night audit, the system moves transactions into the general ledger components, producing a balanced daily G/L entry.
The balanced daily journal entry is exported to a network transfer file.
Your back-office system imports the transfer file as a daily journal entry.
The daily totals are transferred to your back-office system, but the detail behind the total is in RDP. For example, if there were 300 local guest phone calls made at $.50 each, the total of $150 appears in the back-office system. The detail of each of the 300 calls is in the RDP system in the transaction detail report.

General Ledger history is stored forever in the RDP system, limited only by available disk space. You have the ability to inquire on any G/L account for any past day and display all transactions.

Advance deposit ledger, guest ledger, and city ledger reports are available from RDP.

Monthly income statements, balance sheets, cash flow reports, etc., are printed from your back-office system.

RDP Transactions & Your General Ledger Account Numbers

The RDP system is transaction based. The balance due from any entity (reservations, guest folios, travel agents, groups, etc.) can only be increased or decreased by the application of a transaction. The current balance due on any entity is always equal to the sum of the transactions.

RDP provides a pre-installation kit that includes a list of your chart of accounts. Your account numbers are then assigned to the RDP transactions. For example, one RDP transaction is coded "B2D0", and appears on the guest folio as "cash received from Guest." You assign your cash account as the debit account to this transaction, and your guest ledger account as the Credit Account.

General Ledger Detail Stored Forever in RDP

General Ledger detail is stored forever in the RDP database, limited only by available disk space. For example, you can inquire on all transactions that debited or credited the room charge account for any past day, month, or year. A wide variety of screens and reports are available to view general ledger history.

Hospitality Ledgers Tracked

As part of the night audit process the RDP system tracks the following ledgers:

Ledger Name	Definition
Advance Deposit Ledger	The sum of all advance deposits received on future reservations
Guest Ledger	The sum on the balance due of all guests currently checked-in
City Ledger	The balance due from all groups, companies, and wholesalers
Travel Agent Ledger	Tracks all payables and prints checks to travel agents
Owner Ledger	Includes a complete condominium and timeshare owner accounting ledger
Work Orders	Work orders are tracked and checks printed with the Work Order Ledger
Credit Card	All credit card payments are tracked and reconciled

Related Screens and Reports:

Hotel / Resort Software Overview

Resort Data Processing (RDP) software has been installed since 1981 at over 1000 locations worldwide (see customer list). Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview. Timeshare properties should begin with our Timeshare Resort Overview. Our Campground management system is also available. Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.

For a printed brochure and pricing, download the brochure in Microsoft Word or Adobe format or contact us directly.

Core RDP Modules	Core RDP Modules	Interfaces
Technology Overview - RDPWIN Sample Screens Sample Reports Reservations Rates & Yield Management Packages Front Desk & Night Audit Groups & Conferences Travel Agents/Wholesalers Guest History & Marketing Housekeeping Scheduling General Ledger - Hotels Trust Accounting - Owners E-Mail Marketing Crystal Reports Training Hardware Requirements	Internet Reservation Module (IRM) Vacation Rentals (Condo Accounting) Timeshare & Interval Ownership Campground Management Guest Itinerary & Concierge Activity Scheduling (bike rentals, etc) Wait List / Denial Tracking / Res Quotes Frequent Guest/Rewards Work Orders & Asset Management Booking Pace & Forecasting Virtual Store On Internet Messaging/To-Do List Change Tracking 24-Hour Support Customer List RDP Headquarters in Vail Customer List and Comments	Overview Of All Interfaces Global Distribution System (GDS) Central Reservations SDC Credit Card Interface High Speed Credit Card Authorization In-Room Video Checkout Call Accounting Phone Actuator (On/Off) Point Of Sale Voicemail Maid-Phone (Housekeeping) Environmental Back-Office Accounting Vacation Rental Trust Accounting Nomadix Wireless Internet Billing Room Key (Ving Card, etc.) RDP Partners and Alliances

Vacation Rental and Condo-Hotel Features & Links
Maximizing owner satisfaction and increasing management revenue since 1981
Data Flows from Reservations to Owner Statement Full Trust Accounting Capabilities Equalize Owner Rental Revenue Pay Bills for Owners and Guests Powerful Reservation Board (Tape Chart) Work Orders & Asset Management Housekeeping Forecast, Schedule, & History Mix of Rental Types - Condos, Houses, Hotels, Timeshare Internet Reservations with Pictures and Virtual Tours Live Demonstration of Internet Reservations E-mail Integration for Guests, Owners, etc. Short Term and/or Long Term Rental Lock-Off Units Allowed Manage Units Not in the Rental Pool Extensive Custom Reporting with Crystal Reports Reservation Quotes, Wait List, and Denial Tracking Customer Relationship Management (CRM) Travel Agent Commissions Deducted Unlimited Charges Per Owner	Various Billing Cycles - Monthly, Quarterly, etc. Split Revenue Across Billing Period Fast Production of Owner Statements Month-to-Date & Year-to-Date Totals Per Owner Statements Can Always Be Reprinted Print Checks to Owners Integration to GDS, POS, Phones, Credit Cards, etc. Accounts Receivable with Aging Automatically Print or E-mail Overdue Notices IRS 1099 Year-End Reports Room Moves Pay Correct Owner Yield Management Integrated Sharewith Folios or One Guest With Multiple Folios Taxes Adjusted for Length of Stay and Location Timeshare and Interval Ownership Allowed All RDP Hotel Features Available for Owner Systems Customer List and Quotes Home Page - Vacation Rentals & Condominium Hotels Why Buy From RDP?
Hotel and Resort Overview Vacation Rentals and Condo-Hotel Overview Timeshare / Interval Ownership Overview Discount Available When Converting to Resort Data Processing (RDP) from First Resort Software

Internet Reservation Info & Demos:
Condo-Hotel IRM.Net Demo Vacation Rental IRM.Net Demo Timeshare IRM.Net Demo Hotel/Resort IRM.Net Demo Campground IRM.Net Demo	Owner Account Access via IRM.Net Sample IRM.Net Screens Internet Reservation Overview IRM.net Knowledge Base Articles