POS Accounting
The iQ-POS system is linked to roomMaster through the tax accounts, transfer debit and credit for billing to room, and through the roomMaster account code that you find on each item.
The transfer debit and transfer credit accounts are used when billing the charge directly to the room. The debit account posts to the room and the credit account posts to the Point Of Sale desk folio to reflect the payment. These transactions are posted real time and are the only transactions that are posted real time. These accounts are set up under Maintenance > Configuration and Settings > Workstation Settings > Bill To Room tab. Click here for more information on Billing to Room.
The rest of the accounts post to the desk folio at night when the end of day procedure is run in iQ-POS. iQ-POS sales revenue is posted to the desk folio as a debit to whatever account code is listed on the item level. Sales accounts post only one time with the total of the day's sales posted in one lump sum. The offset to these debits are the payment accounts. The payments are posted individually, Direct bill (City Ledger), Bill to Room, Cash, Visa. AMEX, etc.
iQ-POS Desk Folio Example
Listed below are typical results posted to a Point Of Sale Desk folio in roomMaster after the Dayend Close is run in iQ-POS.
| Acct | Description | Debit | Credit | Balance |
|---|---|---|---|---|
| 301 | Transfer Credit - Bill to Room 103 | 0.00 | 17.99 | -17.99 |
| 301 | Transfer Credit - Bill to Room 102 | 0.00 | 5.00 | -22.99 |
| 105 | State Sales Tax | 1.44 | 0.00 | -21.55 |
| 106 | Local Sales Tax | 1.21 | 0.00 | -20.34 |
| 113 | Food Sales | 22.00 | 0.00 | 1.66 |
| 114 | Bar Sales | 32.00 | 0.00 | 33.66 |
| 200 | Cash | 0.00 | 11.33 | 22.33 |
| 204 | American Express | 0.00 | 1.33 | 15.00 |
| 210 | City Ledger #121 | 0.00 | 4.00 | 11.00 |
| 210 | City Ledger #56 | 0.00 | 11.00 | 0.00 |
The first two transactions are the credit side of the bill to room as explained above. The following two entries would be posted in rooms 103 and 102 respectively:
300 Transfer Debit - Bill to Room 103 17.99 0.00
300 Transfer Debit - Bill to Room 102 5.00 0.00
These transactions were posted early in the day as they actually happened.
The rest of the transactions listed above were posted when the iQ-POS ran its End of Day procedure. First the tax collected is posted. Next, the iQ-POS sales. In this setup, all drinks are set to roomMaster account 114 and all food is set to roomMaster account 113. The total food revenue was 32.00 and the total drink revenue was 22.00. A total of 54.00. So that means we should have collected 54.00 + 2.65 (taxes) in total payments. If we add the two bill to room charges with the cash, American Express, and two City Ledger Postings we get a total of 56.65. Total Payments = Total sales. The folio balances. This process occurs every night.