In this article you will learn where to find the booking rules and how to change, separate, merge and create them.
Contents
- Quick Guide
- General
- Prerequisites
- Where to find the booking rules
- Booking rules overview
- System and custom rules
- Create a booking rule
Quick Guide
- Open Settings / Finance / Accounting configuration.
- Select the configuration and switch to the Booking rules tab.
- Select Create booking rule to add a custom rule.
- Select only custom to show only your own rules.
General
Booking rules define to which revenue account a type of revenue is posted. The software comes with a set of system rules for revenue posting. In addition, you can create custom booking rules with your own revenue accounts, for example to post beverage sales, certain rates, additional modules, flat fees or article variants to a separate revenue account.
Important: You can only change, separate, merge, create or delete booking rules in an accounting configuration that has not been activated yet. An activated configuration can no longer be edited. To change rules, create a new configuration and use the activated one as your base.
Prerequisites
To open the accounting configuration, your role needs the permission Edit accounting configuration. To create, change, separate, merge or delete booking rules, your role also needs the permission Configure accounting. Both are in the category Settings, subcategory Finance.
Where to find the booking rules
The booking rules are part of an accounting configuration. Open Settings / Finance / Accounting configuration, select the configuration you want to edit and switch to the Booking rules tab. The Posting accounts tab of the same configuration holds the revenue and balance accounts the rules post to. A configuration can be shared with other studios, so that all of them post according to the same rules and to the same accounts. Changes to rules are listed on the Change history tab.
Booking rules overview
The Booking rules tab lists all rules with their Revenue category, Account / Type of revenue, VAT rate and Revenue account. Use the search field to find a rule, and select only custom to show only the rules you created yourself.
Move the pointer over a rule to open its three-dot menu at the end of the row. Depending on the rule, it offers these actions:
| Action | Description |
|---|---|
| Change booking rule | Sets the target revenue account of the rule. Not available for every rule, for example not for the ToGo part of an article rule. |
| Separate Booking rule | System rules that cover all VAT rates: splits the rule into one rule per VAT rate, so you can post each rate to a different account. |
| Merge Booking rule | System rules that are tied to a single VAT rate: merges them back into one rule. |
| Delete bookingrule | Custom rules only: deletes the rule. |
System and custom rules
The system rules are used for revenue posting by default and are marked with a system badge. You can change the target revenue account of a system rule, for example to post all revenues from rates at 19% VAT to a specific account. Rules you add yourself are custom rules. In the delivery state no custom rule exists yet.
Create a booking rule
- On the Booking rules tab, select Create booking rule.
- Choose the Revenue category: Rates, Additional modules, Flat fees, Articles or Article variants.
- Choose the Type of revenue the rule applies to. The VAT rate is shown in each option.
- Select the Revenue account to which revenues of this type are posted.
- Select Create.
Because the VAT rate is part of the type of revenue, you avoid posting revenues with different VAT rates to the same account.
A type of revenue can only be posted to one revenue account at a time. Articles and article variants are a special case, because they can have two VAT rates: one for in-house sales and one for ToGo sales. In this case the dialog asks for two accounts, Revenue account (standard) and Revenue account (ToGo).
Note: This article was created with the help of artificial intelligence and editorially reviewed.