PMS to books
Reconcile PMS activity and actual tender settlement with each company’s books.
8 stages · 2 approvals
Roles and responsibilities
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Step 2Classify the components
Bridge NumberPropertyConnectionFrom Cursor
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Step 3Reconcile the packet
Bridge NumberPropertyConnectionFrom Cursor
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Step 4Approve the bridge
Bridge NumberPropertyConnectionFrom Cursor
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Step 5Post the bridge
Bridge NumberPropertyConnectionFrom Cursor
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Step 6Match actual settlement
Settlement NumberPropertyKindCurrencyNet Debit
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Step 7Approve settlement
Settlement NumberPropertyKindCurrencyNet Debit
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Step 8Post and reconcile
Settlement NumberPropertyKindCurrencyNet Debit
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Gather source activity
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.
Classify the components
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.
Reconcile the packet
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.
Approval required
Approve the bridge
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.
Post the bridge
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.
Match actual settlement
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.
Approval required
Approve settlement
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.
Post and reconcile
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.
Approvals and controls
2 approvals required in this process
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Approve the bridge
Finance Manager signs · post the bridge waits
PMSFinancialBatches, PMSFinancialComponents, ApprovalDecisions -
Approve settlement
Finance Manager signs · post and reconcile waits
PMSTenderSettlements, PMSTenderAllocations, ApprovalDecisions - Source packets preserve companyProperty, currency, source version and date boundaries.
- An adverse fact remains visible even while its financial classification awaits review. Unmatched money uses only explicitly approved suspense; later source resolution reclassifies it without another bank movement.
- Opening PMS balances accompany one approved opening ledger; historical imports do not replay earlier activity.
- A failed or uncertain outward refund request is not a confirmed PMS financial outcome.
Records and postings
Process reports
All reportsPMS Ledger Reconciliation
At a fixed connection/property/company/source-version and financial cutoff, reconcile PMSFolios/PMSLedgerEntries to reviewed PMSFinancialBatches/PMSFinancialComponents, PMSBalanceSources/PMSBalanceAllocations, PMSTenderSettlements/PMSTenderAllocations and PMSReconciliations with their exact JournalEntries/JournalLines; show guest/deposit/corporate/tender controls separately by source currency/current functional carrying, retained prior FX and active claims, identify additive source components versus nonposting wrappers or summaries and gaps/conflicts/held/unmapped events, preserve deposit application and inter-ledger transfers without new revenue/bank, and reconcile actual bank settlement to the same clearing source once rather than counting PMS tender plus bank import as two receipts.
Local Financial Statements
Produce company GL, trial balance, income statement and balance-sheet views from posted JournalEntries/JournalLines at an explicit period/currency cutoff with permitted property/department dimensions, reconciling stock/transit/WIP, local AR/AP/GRNI, bank/cash/tax/FX and the separate PMS guest/deposit/corporate/tender control balances to their source reports; include each opening, physical use/output/title, approved local document, PMS bridge, clearing settlement and signed correction exactly once, exclude nonposting source mirrors and active claims from posted totals while showing unresolved close obligations separately, and do not imply consolidated books, cross-company netting or a universal lodging-tax return.
Receivables and Payables Aging
At an explicit legal-company posting cutoff, age only posted local Invoices and Bills from their actual due dates and remaining commercial/current-carrying basis after eligible CashApplications, PaymentAllocations, CreditApplications, Refunds and FinanceCorrections, showing unapplied or prepaid amounts and reservations separately from settled scope, preserving original source, currency, prior unrealized FX and final partial remainder; keep distinct local control balances reconciled to the local GL, and present PMS-owned guest/deposit/corporate/tender balances only through the separate PMS Ledger Reconciliation report rather than inventing local invoices or adding external folios to local AR.
Run by an agent
Agent support
An assistant cannot supply an independent human approval or invent an external result. A requested booking is confirmed only from authoritative PMS evidence. Room readiness requires the actual work and selected inspection, and monetary or stock effects require their own approved sources.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› pms to books · gather source activity on PMSFolios, PMSLedgerEntries, IntegrationEvents, PMSReconciliations
✓ Accountant reconciles authoritative PMS folio and ledger events for the property, business date and source cutoff.
› pms to books · classify the components on PMSFinancialBatches, PMSFinancialComponents, PMSMappings
✓ Accountant separates additive charges, tax, deposits, applications, corporate transfers, tenders and source corrections.
› pms to books · reconcile the packet on PMSBalanceSources, PMSBalanceAllocations, PMSFinancialBatches, PMSReconciliations
✓ Accountant prepares a balanced packet from exact remaining source amounts.
› pms to books · approve the bridge on PMSFinancialBatches, PMSFinancialComponents, ApprovalDecisions
⏸ approval · waiting for the finance manager
# 4 more stages after approval: post the bridge, match actual settlement, approve settlement, post and reconcile
Other processes
5 moreBooking to arrival
Prepare arrivals and follow booking changes through confirmed PMS outcomes.
7 stages · 1 approval
Room turnover
Move from actual departure through inspected readiness and confirmed PMS updates.
7 stages · 2 approvals
Kitchen to service
Follow kitchen preparation through accepted output and actual food service.
9 stages · 6 approvals
Procure to pay
Follow hotel purchasing through accepted delivery and supplier settlement.
8 stages · 3 approvals
Order to cash
Connect approved local goods orders with delivery, billing and collected cash.
5 stages · 2 approvals