General Ledger Accounting Software - Hotels & Resorts
RDP software customers have two accounting systems to select from: the general ledger system, which is
described here, and the Trust Accounting System.
Data Flow From RDP to Your Back Office System
Most hotels and resorts 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:
- Account numbers are assigned during software installation from your chart of accounts to every RDP transaction code.
- Transaction codes are posted within the RDP system to reservations, folios, groups, companies, travel agents, wholesalers, etc.
- The system moves transactions into the G/L components during the audit process which produces a
balanced daily G/L entry.
- The balanced daily journal entry is exported to a network transfer file.
- Your hotel's back-office software 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 and limited only by available disk space.
You have the ability to inquire on any G/L account for any past date 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 General Ledger accounting 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.
RDP offers a quick and easy Export General Ledger program. Daily or monthly export files can be created and imported using the proper file structure into your
back office accounting software. This process can be included in
the night audit procedures and completed each night. Over 15
different accounting software formats are included for export.
General Ledger Detail Stored Forever in RDP
Ledger detail is stored forever in the RDP database and limited only by available disk space. 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:
|Advance Deposit Ledger
||The sum of all advance deposits received on future reservations.
||The sum on the balance due of all guests currently checked-in.
||The balance due from all groups, companies, and wholesalers.
|Travel Agent Ledger
||Tracks all payables and prints checks to travel
||Includes a complete condominium
owner accounting ledger.
||Work orders are tracked and checks printed with the Work
||All credit card payments are tracked and reconciled.
Related Screens and Reports: