Prostay Accounting
Invoices, bills, suppliers, the chart of accounts and reconciliation, built for hotel bookkeeping.
18 articles
Getting oriented
How the module is put together, and what the dashboard is telling you.
- How Prostay Accounting fits togetherWhat the module is for, how its menus are arranged, and the one thing that surprises everybody: none of your hotel’s room revenue arrives here on its own. Read this before you go looking for it.
- Reading the accounting dashboardNine panels, five period pickers that do not agree with each other, and one distortion that makes every part-month look more profitable than it is. What each figure counts, and what it leaves out.
Accounts, customers and products
The three lists everything else in the module is built on.
- Customers in Prostay AccountingWho you invoice, which is not the same list as who stays with you. Adding a customer, reading what they owe, and the one tab whose settings do not do what their labels suggest.
- Employees and time activitiesThe staff list accounting keeps of its own, why it is not the same thing as your users, and how an hour of somebody’s work becomes a line on a customer’s invoice.
- Fixed assetsThe register behind the asset accounts on your balance sheet. Adding an asset, choosing how it depreciates, the three accounts it posts to, and what happens when you sell it.
- Products and servicesThe catalogue an invoice line points at. Choosing between the four item types, pointing each one at the right accounts, and keeping stock counts, categories and the batch import in order.
- The chart of accountsThe list of buckets every figure in Prostay Accounting lands in. What the BAL and P&L badges mean, why Account Type is the one field you cannot change later, and what to set up before you raise anything.
Billing and getting paid
Raising sales documents, choosing between them, and collecting what you are owed.
- All SalesEvery sales document in one list, with five cards that tell you what to do about it. This is the screen to open first and the one to work from when you are chasing money.
- Getting paidReceiving money against invoices, applying credits a customer already holds, and sending statements to the ones who have stopped reading your invoices.
- Raising a sales documentNine forms in this module sell something, and they are the same form with different fields hidden. Learn it once here: the header, the lines, the totals, and what Save and Send actually sends.
- Which sales document to useEstimate, sales order, invoice or sales receipt, and the four that undo or defer them. Four of the nine change your accounts the moment you save them and five do not, which is the difference worth knowing.
Suppliers and spending
Suppliers, expenses, bills, purchase orders and paying them.
- Paying billsOne screen for a payment run: every bill still owed, oldest first. Paying in part, applying a supplier credit, and what the total at the top is actually counting.
- Purchase ordersA written promise to buy, before anything arrives and before anything is owed. Raising one, sending it to the supplier, and turning it into a bill when the invoice comes.
- Recording what you spendSix forms, one shape. Which one to reach for, how a line decides where the money lands in your accounts, and the difference between recording a cost and recording a payment.
- SuppliersEveryone your hotel pays, and what you still owe each of them. The four figures above the list, the supplier page, and why a note on a supplier is worth more than a note on a bill.
Banking and assets
Bank rules, reconciliation and the fixed asset register.
People and settings
Employees, time activities, taxes and the module settings.
- Accounting settingsThe six screens that decide what a new invoice, bill and purchase order start out as, what your customers read in the emails you send them, and how your books are kept.
- Tax ratesThe percentages your invoices, estimates and bills are priced with, which rate a new document picks up, and why changing one leaves everything you have already raised alone.