Ledger account cards
Agency and company accounts are opened on the hotel side; balance, currency and account type live on the card.
- Agencies separated from companies
- Filter by account type
- Card reports
Accounts & Agencies
Agency and company accounts, kept inside the hotel
Agency billing, company contracts and receivables are handled inside the hotel, without moving to another program. The transfer to accounting happens once, at the end of the day, as a single voucher.
How an agency account runs
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Before the season
The contract is defined
Rates by room type, validity dates, currency and commission rate are agreed with the agency and defined inside the hotel. The rate is never typed into a reservation; it is read from the contract.
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Reservation
The account is linked to the agency
When the booking is opened, the agency and the contract number are selected. Accommodation is followed on the agency's account rather than the guest's pocket; the guest pays only for extras.
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Stay
The balance builds
Every night is debited to the agency's account. The current balance, together with the reservation it came from, is visible on the statement.
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Settlement
Receipt or payment
When the agency pays, a receipt voucher is issued; when a refund or commission is due, a payment voucher. The voucher moves the ledger account and the cash account at the same time.
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End of day
One voucher to accounting
The day's ledger transactions go across as a single integration voucher. A card that is not mapped to the chart of accounts is not transferred — a missing mapping does not pass silently.
What you can do
Account transaction reports
Which reservation a transaction came from, on what date and by whom it was entered — the statement shows it.
- Breakdown by date range
- Transaction list per account
- Statement export
Transfer to accounting
The hotel's ledger transactions reach accounting at the end of the day as a single integration voucher. Nothing is re-keyed.
- Account cards map to the chart of accounts
- An unmapped account is not transferred
- The generated voucher opens from the list
Screens
01
Ledger account cards
A list of accounts with debit, credit and balance columns; the colour tells you whether the balance is a debit or a credit. Filter by card type — company, agency, individual, supplier. Receipts, payments and transfers are made straight from this screen.
- Each account has its own currency
- Filter by group code and custom code
- Transactions and statements one click away
- First entry and last editor shown in the columns
flexxiyazilim.com/desk
02
Payment voucher — money leaving the account
A refund to an agency, a commission payment or money returned to a company is recorded with a payment voucher. The window carries in its title the account it was opened for. You choose the cash or card account, enter the date and the amount; when the voucher is saved the ledger account and the cash account both move at the same time.
- Receipt and payment are two directions of the same window; the habit does not change
- You cannot pay out of a cash account — the check is inside the program
- The voucher description appears on the statement, so “what was this money for?” does not go unanswered
- Every voucher is saved with the user and the time
flexxiyazilim.com/desk
03
Agency contracts
The contract with an agency is defined inside the hotel: rates by room type, validity dates, currency and commission rate. When a reservation is opened you give the contract number; the rate is not typed in, it is read from the contract. If prices change mid-season a new contract is opened and the old one stays exactly as it was for past records.
- Rates by room type; each contract has its own currency
- A reservation outside the validity dates does not take its rate from that contract
- Commission and payable reports are fed from the contract
- Old contracts are never deleted; the rate on a past reservation does not change retroactively
flexxiyazilim.com/desk
Frequently asked
If a contract rate changes mid-season, are existing reservations affected?
They are not. When the rate changes a new contract is opened; the old one stays as it was for past records and the rate on those reservations does not change retroactively.
Is the transfer to accounting instant?
It is not. The transfer happens at the end of the day as a single integration voucher. We say so plainly because “posts instantly” is an easy claim and not a true one; during the day that difference matters to whoever is looking from accounting.
Can we see which reservation a transaction came from?
Yes. The statement shows the source, the date and the user who entered it, together.
Can I post a collection to a cash account?
The program does not allow it. Receipts and payments are not posted to cash accounts; money moves through a ledger account and the voucher itself moves the cash.
The transfer happens at day end, not in real time
The hotel's and the restaurant's ledger transactions reach accounting at the end of the day, as one integration voucher — not with every transaction. We say so plainly because “posts to accounting instantly” is an easy claim and not a true one; the difference matters to anyone looking from the accounting side during the day.
Let us see together how it would work in your hotel
How many rooms, how many departments, which agencies — tell us and we will open a demo account. Watch the program working on a ready-made demo hotel, then decide.