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Entering Food & Beverage from External Source

Some sites may use an external Point of Sale or F&B system or manual F&B system at their establishment, but still want to post the information directly in to roomMaster so the accounting is tracked in one place. In addition, if you are using the QuickBooks interface, it would allow you to send both roomMaster and F&B information to QuickBooks through one interface.

To do this, you would create F&B accounts in roomMaster and post them nightly. Below are the steps to create F&B accounting inside roomMaster for external posting as well as handling manual postings to the room when needed.

ONE TIME: Create Restaurant bill to room transfer accounts​

  • Select Setup > Configuration > Guest Ledger > Account Codes

  • Insert to create a new account

  • Account would be 302 (If the account code already exists, click on Change instead of Insert above to edit the account code)

  • Description would be "Your Restaurant Name Bill To Room"

  • Category would be Transfer. Account Group would be Transfer. SubGroup would be Guest Ledger

  • Reroute Group would be Restaurant Charges

  • Posting type would be DEBIT accounts

  • External Account would be "Restaurant BillToRoom" (be sure that is word for word)

  • External Account Posting Type would be "INC"

  • Press OK

  • Insert to create another new account

  • Account would be 303 (If the account code already exists, click on Change instead of Insert above to edit the account code)

  • Description would be "Your Restaurant Name Transfer"

  • Category would be Transfer. Account Group would be Transfer. SubGroup would be Guest Ledger

  • Reroute Group would be NONE

  • Posting type must be Credit

  • External Account would be "Restaurant BillToRoom" (be sure that is word for word)

  • External Account Posting Type would be "INC"

  • Access level should be Auditor

  • Press OK

If you have more than one restaurant or outlet, set up transfer accounts for each using the procedures above using the next pair of account numbers, so the "Beachside Bar and Grill" accounts would be 304 Bill to Room (Debit) and 305 Bill to Room (Credit). The Gift Shop account codes could be 306 and 307.

ONE TIME: Create Restaurant Sales accounts​

  • Select Setup > Configuration > Guest Ledger > Account Codes
  • Insert to create a new account
  • Accounts would start at 320
  • Description would be "Breakfast sales"
  • Category would be Charge. Account Group would be Charge. SubGroup would be Food & Beverage
  • Reroute Group would be Blank
  • Posting type would be DEBIT accounts
  • External Account would be "Restaurant Sales" (be sure that is word for word)
  • External Account Posting Type would be "INC"
  • Press OK

Continue to do this for all restaurant sales accounts you will be using such as Liquor Sales, Catering Sales, Lunch Sales, Dinner Sales, Wine Sales, Unclaimed Gratuities, etc. When finished, make any credit accounts such as "Restaurant Credits" and if so, make that a posting type of CREDIT accounts.

If you have more than one restaurant or outlet, setup sales accounts as above using a different set of account code numbers, so "Beachside Bar and Grill" Sales accounts might start at 360.

ONE TIME: Create Restaurant Payment accounts​

  • Select Setup > Configuration > Guest Ledger > Account Codes
  • Insert to create a new account
  • Accounts would start at 340
  • Description would be "Restaurant Cash"
  • Category would be Payments. Account Group would be Payments. Pick proper Sub Group
  • Reroute Group would be Blank
  • Posting type would be CREDIT accounts
  • External Account would be 'Deposits Pending" (be sure that is word for word)
  • External Account Posting Type would be "BANK"
  • Press OK

Continue to do this for all payment types taken in the restaurant such as MC/VISA, AMEX, DINERS, Gift Certificates, Employee Discounts, etc. If you make any REFUND accounts, make sure you make these DEBIT posting types.

If you have more than one restaurant or outlet, setup payment accounts as above using a different set of account code numbers, so "Beachside Bar and Grill" payment accounts might start at 380.

Day to Day use of these accounts

Transfers/Bill To Room​

When a transfer/bill to room is needed, the front desk staff must manually post the charge to the guest room immediately. This is needed so the guest has an up-to-date balance when checking out, especially for breakfast charges.

  1. Open Guest Folio
  2. Click on Insert
  3. Use Account code 302 to post a BILL TO ROOM charge to the guest folio for the TOTAL amount of the check.

Updating F&B accounting at night​

During the night audit, a register tape would be given to the auditor to update the F&B revenue in the roomMaster system so it is properly sent over to QuickBooks.

The register tape (or information) must consist of both Payment and Charge information. The total of all of these would balance to zero because it is assumed that everything purchased in the restaurant was paid for on the same day (except for Bill To Room Transfers)

The auditor would post the sales and adjust the Bill To Room transactions for the day

  1. Press F8 or click on Folios
  2. Click on Create Desk Folio
  3. FolioID would be "FBmmdd" where MM is the month and DD is the day. Example: FB0528 for May 28th
  4. Folio name would be "F&B for May 28"
  5. Press OK
  6. Enter all information from the register tape (Payments and Charges) using the accounts 320 through 360 that you created above. Only use these accounts!!
  7. When finished, the balance of this folio would be the amount of the BILL TO ROOMS that were done during the day. Press Insert and use account 303 for this amount. (This amount should be on your register tape as well)
  8. When the Night Auditor has properly posted all sales and payments and transfer (303), the balance on the FBmmdd account should be ZERO. At this point, check it out and then finish the night audit.
  9. If the Desk Folio does not balance to zero, recheck the postings and make any corrections as needed.