Knowledge Base

The "Financial Accounting" extension is a user-friendly tool meant for managing the hotel’s finances in Exely PMS.

The "Financial Accounting" extension

• Processes bookings from the Front Desk, Booking Engine, and Channel Manager

• Helps to calculate income and expenses

• Automatically calculates the balance

• Provides you with the essential financial statistics

For getting a demo or setting up the Financial Accounting extension, contact your Customer Support manager or Exely Customer Support team.

How to set the Financial Accounting extension

Go to “Property management” > “Settings”. Open the “References” tab. There, you will find two new References: “Income categories” and “Expense categories”.

The “Income categories” reference contains every income item. The “Accommodation”, “Meal”, “Other services” and "Penalty" are created automatically.

The “Expense categories” reference contains every expense item. The “Refund on booking” item is created automatically.

To add a new income or expense item, click the “Add new element” button.

Statistics

To see the financial statistics for the period of time you need, go to “Property management” > “Financial Accounting” and select the date range at the top of the page.

Income — the total amount of all the hotel’s income items

Expenses — the total amount of all the hotel’s expense items

Balance — the difference between the income amount and the expense amount

Money flow dynamics — the graph displaying the income and expenses for the selected period

How to add an income

In the “Operations” section, click the “Add income” button.

Enter the payer’s name, dates, and payment details. The income category is selected from the list that you set in References.

If you integrated a cash register with Exely PMS, you can print out the income receipt. The name of the service will be indicated on the receipt.

If you have set printing out information of agent companies on receipts, then, you will need to select an agent company that provided the service from the list.

If you select the default “Not selected” option for the agent company, the agent company details are not going to be on the receipt.

How to add a receipt

In the “Operations” section, click the “Add expense” button.

Enter the payer’s name, dates, and payment details. The expense category is selected from the list that you set in References.

Levels of access to the Financial Accounting extension

If you have several users with different access levels in Exely PMS, they have different kinds of access in the "Financial Accounting" extension.

• Managers have access to the whole extension

• Administrators add incomes and expenses, view only their data, but not the financial statistics

• Housekeeping and maintenance workers do not have access to the extension

Due to the access levels, your finances are secure.