Post online sales of products and vouchers in PMS
We recommend discussing the procedure described in this guide with your accounting department.
In this article
This article explains how to post the online sales of your products and vouchers in your hotel software, such as Fidelo.
Preparation
Accounts
PM Account (Financial Account)
Create a PM account (financial account) e-guma in your PMS, where the records will be processed.
Product Group - Voucher Sales e-guma
Create a product group in your PMS named Voucher Sales e-guma. This is a non-revenue related income account without VAT.
Product Group - Revenue Account for Products
Create a product group in your hotel software or PMS named Product Sales e-guma. This is a revenue account with VAT. If you sell products with different VAT rates, you will need a corresponding product group for each VAT rate.
Product Group - Revenue Account for Shipping Costs
Create a product group in your PMS named Shipping Costs e-guma. This is a revenue account with VAT.
Payment Methods
Register each payment method you offer. Below is a list of possible payment methods:
- QR invoice (e-guma) or invoice (depending on settings)
- Online credit cards (VISA and MasterCard)
- Online TWINT
- Online AMEX
- PostFinance E-Payment
- PayPal
If you are already using the voucher system and/or ticket system from e-guma, use the existing payment methods.
Post according to sales report
You will receive the e-guma sales report automatically via email. The amounts in the online shop and paid invoices sections must be recorded.
In the example above, you would make the following entries in the PM Account (Financial Account) e-guma:
| Product Group / Payment Method | Amount | Comment |
| Voucher e-guma Sales (Product Group) | 70.00 | Vouchers worth CHF 70.00 were purchased in the online shop |
| Product e-guma Sales (Product Group - Revenue Account with 8.1% VAT) | 100.00 | Products worth CHF 100.00 were purchased in the online shop |
| Shipping Costs e-guma (Product Group - Revenue Account with 8.1% VAT) | 10.00 | Shipping costs CHF 10.00 |
| Online Credit Cards (VISA and MasterCard) | -20.00 | The counter-entry is made as a payment method |
| Online TWINT | -110.00 | The counter-entry is made as a payment method |
| QR Invoice (e-guma) | -50.00 | The counter-entry is made as a payment method |
Post cash flow in financial accounting
Once you receive the money from the various payment processors, you can record the cash flow in your financial accounting. The duration and payout interval may vary depending on the payment method or partner.
Credit Cards and TWINT
An example of payouts from online payments.
| Debit | Credit | Amount | Entry Description | Comment |
| Bank | Online Credit Cards (VISA and MasterCard) | 19.70 | Credit for credit card payments | The credit card acquirer deducts fees during the transfer. In this example, we assume that a 1.5% fee is charged for credit card payments. You can specify in the contract with the acquirer which bank account the credit will be transferred to. |
| Fees | Online Credit Cards (VISA and MasterCard) | 0.30 | Fees for credit card payments | |
| Bank | Online TWINT | 108.35 | Credit for TWINT payments | TWINT deducts fees during the transfer. In this example, we assume that a 1.5% fee is charged for payments. You can specify in the contract with TWINT which bank account the credit will be transferred to. |
| Fees | Online TWINT | 1.65 | Fees for TWINT payments | |
QR Invoice
You can view paid QR invoices in the Credit Report. This report serves as a payment receipt for the following entry.
| Debit | Credit | Amount | Entry Text | Note |
| Bank | QR Invoice (e-guma) |
50.00 | Credit for paid QR invoices | |
Discount
In the sales report, discounts are listed as a payment method and can be posted in total. We recommend posting discounts as reductions in revenue.
| DEBIT | CREDIT | AMOUNT | ENTRY TEXT | NOTE |
| Revenue Reductions | Accounts Receivable | 25.50 | Discount | |