Finance and accounting
- Ricardo Vargas (Unlicensed)
When it comes to integrating Ulyses Cloud with Accounting Management Systems there will be specific endpoints we may use to get the information needed to feed them. Some of the endpoints below can be used to feed other apps such as Business Intelligence platforms.
Common operations
Accounting accounts
Revenues produced in Ulyses Cloud depends on products (what is consumed in reservations) but also companies and customers. As we may know, there are multiple types of products ranging from accommodation, services, fees or taxes but also different types of companies (travel agencies and regular companies). Every product, company and customer in Ulyses Cloud has its own accounting account. The accounting account will allow to map products between Ulyses Cloud and the accounting platform. In order to know the accounting account of these we can use the following endpoints
Invoices
Ulyses Cloud generates an invoice whenever a folio is closed. Other PMS name Ulyses Cloud invoices as Bills or closed folios. Invoices count for an essential part of all accounting systems, their fuel. Without them, accounting systems become useless. Our API allow you to get the list of invoices issued during a time range and filtered by multiple elements such as invoice type (ie Ordinary invoice or Void invoice. Besides we can get an specific invoices by an id. In both cases we get a complete detail of each invoice (header, list of products) . We recommend to limit the number of records by applying a filter in which we specify a time span of a week or two.
In case we need to know the detail of taxes of an invoice we will use the following endpoint.
Proforma
Users can request a proforma invoice when a reservation has been confirmed but havent checked in yet. In short, Ulyses Cloud knows a proforma invoice as the confirmation of the products that have been contracted. A proforma invoice never shows the products that have been added during the stay. The following endpoint can be useful in cases in which a system needs to know all products contracted and the total amount of the reservation. The amount of proformas we will retrieve will depend on the payment type selected in the reservation roomstay. Therefore, we can expect getting a higher number proformas if we have selected "Pay Guest Agency" than if we have selected "Pay Guest" or "Pay Agency" as the number of intermediates has grown as well. Ultimately, the number of "Bill to"'s will be relevant as well since it can be different on a daily basis and this could make increase the number of companies in the reservation.
Revenue
Ulyses Cloud products sums as revenue whenever a folio product (line of a folio) has a date lower or equal than the business date. In other words, for Ulyses Cloud revenue means products that have been consumed by clients in reservations. The following operation will provide the property's daily revenue based on a date range and specific products or product categories (accommodation, services, fees). The idea is to retrieve the daily revenue produced an specific time range and apply filters by product or product type afterwards.
For example, if we need to know the revenues generated by all Accomodations in January 2019 we will get the revenue for the period needed first and we will apply a product type filter afterwards. As opposite, if we need to know the revenues that comes from our parking we will request the revenues for the period and we will apply a product filter afterwards.
Payments
Payments are known in Ulyses Cloud as the collection of products of type payment which have been added in folios throughout a period. First of all we need to find out what payment methods have been created by each property. To do this we will use the following endpoint. Following, if we want to find out the daily amount collected by one or more payment methods we will use the following endpoint. However, in case we want to find out the list of daily payments processed during a period we will use the following detailed endpoint.
Pay in advance
Ulyses Cloud know pay-in-advance as payments in which the posting time is lower than the business date of the invoice. Ulyses Connector API provides a list of payments in advance that have been created during an specific time range. We can also add partial payments or pay a roomstay easily.
AR Statements
Ulyses Cloud allows users to make credit payments. No matter if users add payments manually or close folios by means of this payment form (credit), all of these are collected and send to their correspondent debtors later on. When these have got paid users will change the status of these transactions. Ulyses Cloud allows to get the full list of paid transactions for an specific date through the following endpoint .
Deposits
Ulyses Cloud gives its users the ability to create deposits. Deposits are payments that have been done prior to reservation arrival's and which can be applied directly in reservations. Ulyses Connector API provides the current list of deposits created. The result can be filtered depending on the status.