PMS to books

Step by step

1. Gather source activity Accountant

   Accountant reconciles authoritative PMS folio and ledger events for the property, business date and source cutoff. Stable external identities, versions and payload evidence distinguish new activity, corrections and repeated delivery. Missing or conflicting source history remains an open reconciliation item.

   • Current authoritative financial source
   • Updates PMS folios, PMS ledger entries, Integration events, PMS reconciliations

2. Classify the components Accountant

   Accountant separates additive charges, tax, deposits, applications, corporate transfers, tenders and source corrections. A summary wrapper cannot be posted alongside its included detail. The mapped entity, currency, service date and ERP period retain their separate meaning.

   • Additive mapped components
   • Updates PMS financial batches, PMS financial components, PMS mappings

3. Reconcile the packet Accountant

   Accountant prepares a balanced packet from exact remaining source amounts. Deposit receipts create liabilities; eligible applications consume that source without another bank receipt. Guest-to-corporate transfers change the debtor balance without another sale. Mapping gaps remain unresolved rather than being hidden in a balancing entry.

   • Balanced remaining source packet
   • Updates PMS balance sources, PMS balance allocations, PMS financial batches, PMS reconciliations

4. Approve the bridge Finance Manager

   Independent Finance Manager reviews the immutable source components, mappings, rates, journals and posting period within finite authority. The reviewer excludes preparer and material editors. Changed source or financial content requires a new current decision before it can post.

   • Independent bridge authorization
   • Updates PMS financial batches, PMS financial components, Approval decisions
   ApprovalA person approves before the work moves on.

5. Post the bridge Accountant

   Accountant executes the approved packet, claiming each additive source component once. The bridge records the appropriate guest, deposit, corporate and tender-clearing effects. It does not create local invoices, cash receipts, applications or refund requests for PMS-owned activity.

   • PMS accounting effects once
   • Updates PMS financial batches, PMS financial components, Journal entries, Journal lines

6. Match actual settlement Accountant

   Accountant reconciles actual bank or cash evidence where money moves, or verified zero-offset evidence, to the remaining tender-clearing source. Fees, exchange differences and returned or partial settlement remain distinct. A PMS tender report is not bank proof; uncertainty retains the affected claim until its outcome is reconciled.

   • Evidenced clearing settlement proposal
   • Updates PMS tender settlements, PMS tender allocations, Bank statement lines, PMS balance sources

7. Approve settlement Finance Manager

   Independent Finance Manager approves the exact settlement packet, source clearing allocations, actual cash effect, fees, rates and period. Direct-bank source treatment and later clearing settlement are alternative owned routes, never two postings for the same money. Net receipts, debits and genuine zero offsets use their actual signed clearing basis; zero cash needs no fabricated bank leg.

   • Independently approved actual settlement
   • Updates PMS tender settlements, PMS tender allocations, Approval decisions
   ApprovalA person approves before the work moves on.

8. Post and reconcile Accountant

   Accountant posts the approved actual settlement and reconciles remaining guest, deposit, corporate and clearing balances. Source refunds follow verified PMS/provider outcomes. Corrections retain their original effects and approved reversal lineage; repeated imports cannot replay cash, revenue or a released source amount.

   • Posted settlement and remaining balances
   • Updates PMS tender settlements, Journal entries, PMS balance sources, PMS reconciliations, Finance corrections

Accountant

Prepares reconciliations and executes exact approved bridge and settlement packets.

Finance Manager

Independently approves their financial effects and exceptions.

Front Desk Coordinator

Resolves source operational discrepancies.

Admin

Configures connections and access without becoming a financial signer. Finance explains the books, current carrying and period-close controls.