Note: All Room Raccoon –Omniboost integrations only support a closed flow. Daily financial information for all integrations is posted in the form of a financial journal, unless otherwise specified.
1.New connection request
A new connection request is submitted by the Room Raccoon team on your behalf. To help Omniboost start preparing your profile and reach out to you, Room Raccoon will share your property name, contact details as well as the Hotel ID and API key.
2. Accounting system configuration
Before starting the onboarding processes, you must have your chart of accounts finalized in your accounting system. During the accounting mapping, you will be specifying which of your accounts given revenue and payment information must be posted to.
While changes to the mapping are supported throughout the lifetime of the integration, all clients that make the required COA changes prior to the setup ensure they have a smoother testing and go-live experience.
3. Room Raccoon configuration
The accounting mapping of your revenue and payment ledgers is done in your Room Raccoon environment.
Revenue ledger mapping
Revenue mapping can be accessed from main menu on the left-hand side of your Room Raccoon profile.
Click on the Property Setup icon.
2. On the next screen, click the Ledgers tab.
3. Here you will be able to see and manage the full list of all of your existing ledgers as well as add a new one via the +NEW LEDGER button in the top right corner.
All of your Room Raccoon ledgers MUST have the correct account code, VAT percentage and VAT code (if applicable) assigned before you will be able to continue with the onboarding process.
If any of this information is missing (such as the Ledger for Breakfast in screenshot below), the integration will error out when attempting to post any revenue related to that ledger.
Payment ledger mapping
To ensure the integration functions correctly, your Room Raccoon payment ledgers (example below) must be configured as well. To complete this step, please contact the Room Raccoon team to assist you.
4. Integration configuration
In addition to the revenue and payment mapping in your RR environment, you may need to provide some additional information. This information can vary depending on the accounting system you are connecting to. The Omniboost team will inform you of what else is required during the onboarding processes.
Information typically included in our integration configuration section of the onboarding includes:
1. Guest ledger account code and description
2. VAT mapping (typically done to tax codes but not per each ledger but for overall VAT level)
3. Fallback account codes (Revenue and payment)
4. End of day: when the automated schedule should run
5. Accounting system authentication
For connections with API systems, you will be asked to provide Omniboost with permissions to retrieve and post data to your accounting system. If applicable to your connection, the Omniboost team will provide you with an oAuth link during the onboarding process.
The Omniboost team will use the information you've provided to create your integration pipeline. Once completed, a test journal/file will be generated for you to review.
If the accounting system you've selected supports an API connection (ex. Xero, Quickbooks Online etc), a test financial journal will be sent directly to your accounting environment.
2. Financial Export
If the accounting system you've selected is an export-type connection, a test import file will be sent directly to your email. Please upload the file into your accounting software and review the journal that is generated.
Regardless of the type of connection, you will be reconciling your accounting system with your Room Raccoon financial report. To access this report, please click on the Reports icon on your RR main menu. On the following screen, click on the Finance tab at the top.
Here you will be able to see a full breakdown of your revenue generated for each one of your ledgers, totals as well as VAT information. The report displays monthly totals. To see a daily breakdown, please download the report.
8. Historical data fetch
After you've reviewed the test information and confirmed you've mapped everything correctly, the next step will be to start importing data into your accounting system.
If you have historical data in your Room Raccoon environment that has not been transferred to your accounting system yet, you can request a historical data fetch.
The final step in the onboarding is to set the integration live by automating the transfer of the financial data. You will be asked to confirm at which time should the integration run each day. We always recommend that you consider your daily operations when deciding. Keep in mind the latest possible time for you to close the figures of the previous day and how much additional time your team may need for any modifications. Any correction after the data has been posted will not be picked up by the connection and you will have a difficult time reconciling.
10. Omniboost support
The Omniboost support team will be there to assist you throughout the lifetime of your integration. For any issues that you experience or any changes that you need to make, please reach out to us via firstname.lastname@example.org.