Setting up Guestline Accounting by Omniboost

Below is an outline of the steps required for setting up your Guestline accounting integration by Omniboost.

Prior to starting the onboarding, please be aware that all Omniboost accounting integrations post financial data as daily journals entries, not invoices. Development of any other custom workflow can be requested via support@omniboost.io. Once your request is reviewed, Omniboost will provide an estimate of development hours and related development costs.

New request

After you've requested an Omniboost solution via your Guestline representative, the Guestline team generates a set of credentials enabling the Omniboost team to pull data from your property via the API.

Using those credentials, the Omniboost team creates your profile in the Omnibase mapping middleware and sends the credentials to your email.

Logging into Omnibase

A. Credentials

To get started with your mapping, you will click the Login link in the email you received which will redirect you to the Omnibase login in page. In the fields seen below, enter your Username and Password and click the Login button.

B. Setting up your 2FA

The first time you log in, you will be presented with a QR you will use to set up your 2FA code to keep your information secured.

  1. If you already have a 2FA application installed on your telephone, open the app, select the option to add a new account (typically displayed as a + symbol or Add account). Your screen will then show that your camera is open. Point your phone towards the QR code to capture it and add this new account. You will then receive the code required to complete the login process.

  1. If you do not have a 2FA application, please go to either the Android or Apple App stores depending on your phone. Search for either the Google Authenticator or Authy applications and download the one you prefer. Now that you have the app, please follow step a described above.

You will only be asked to set this up once but you will be asked to provide the one-time code generated by your app for this account, every time you are logging in. If you need the QR code reset (switching phones or sharing the credentials with a colleague) please request a Omnibase 2FA reset by emailing support@omniboost.io. Please make sure you provide your login email and name of your property.

Connecting the PMS & accounting systems

Once you've logged in, you will see a menu on the left-hand side of the screen. Please click on the Integration setup option seen below.

On the following screen you will see the first Integration setup step with the name of your property. Your API credentials have already been added to the connection so please click Continue to pull the list of analysis codes from your Guestline environment.

The next page will show a green banner at the top confirming the connection with your Guestline property has been established.

  1. If you are connecting to an CSV/export-type accounting solution (Ex: Sage50Uk, Sage 200 etc.) then please click Continue to proceed to the next step.

  1. If you are connecting to an accounting solution with an API connection (Ex: Xero, Quickbooks etc), you will be asked to authenticate the connection in order to pull your chart of accounts. Please do so by logging into your accounting system.

Accounting Mapping

Once you've connected to your Guestline and accounting environments (API connections only), it's time to start your accounting mapping.

On the left-hand side, you will see a full list of your analysis codes for revenue and payments exactly as they are configured in your Guestline environment. Please replace the text in the middle column with the correct nominal/ledger account code for each analysis code.

Note: If using an API connection, there will be a dropdown menu with your full chart of accounts available here. Please select the correct nominal/ledger account code from the drop down.

If you use departments/cost centers please specify them in the right-hand column. You can do so by clicking on the +Add cost centers to open a new text field.

Note: If using an API connection, the cost centres configured in your accounting system will be available here in a drop-down menu.

When you've provided all the nominal codes, please scroll down to the bottom of the page and make sure you click Save ledger mapping.

Note: You can also do this anytime throughout the process to make sure your progress is not lost while you step away from the mapping to consult with your accountant/team.

Once you complete and save your accounting mapping, you will be directed to the second half of the mapping profile. This part contains the following three sections:

  1. Integration settings

Please provide the correct nominal/ledger account code for the Deposit, Guest (in-house) and Payment ledgers by manually typing the code or selecting it from a drop-down menu.

In the description field for each code, enter the word or phrase you wish to have as the title of that line/entry in the relevant journal posting (ex: Deposit Ledger, Guest Ledger, Payment Ledger)

Please use the End of Day field to specify the local time of day you want the report to be generate once the connection is automated. This should be after your operational closing time + any time typically used to make any modifications in Guestline (Ex: 2AM is closing + need 30 minutes to fix stuff = 2:30 AM is scheduled run)

  1. VAT settings

Here you will see a list of the VAT levels set up in your Guestline property. Please provide the correct/relevant VAT code for each VAT level.

  1. For export-type integrations, please specify the T-code for each. Ex: 20% - T1, 4% - T4 etc.

  1. For API connections, please select the relevant account from the drop-down menu.

Note: In case you use additional temporary codes (Ex: Covid rates of 2.5 or 12.5%) these will not be visible here so please send those directly to the Omniboost team via support@omniboost.io. It's sufficient to specify the VAT % and the T-code/ledger account code from your accounting system.

  1. Fallback settings

The fallback feature provides a backup set of nominal/account codes for the integration to minimize the possibility of an error due to a mapping issue. Sometimes a new product or payment type can be added unintentionally to the PMS environment without being mapped correctly, stopping the integration from working correctly.

When fallback codes are implemented, the unmapped product/payment will be posted to these fallback nominal/ledger account codes. Omniboost suggests using nominal/ledger account codes that are not used for anything else. This way, if an item/payment is posted to this account, it will be clear that you should update the configurations in your PMS or let Omniboost know which product needs to be added to the integration mapping.

This feature will be added to all Guestline integrations in 2022 and the codes you provide will be implemented once ready.

When you've provided all the nominal codes, please scroll down to the bottom of the page and make sure you click Save.

Note: You can also do this anytime throughout the process to make sure your progress is not lost while you step away from the mapping to consult with your accountant/team.

Guestline configuration

The two steps below outline actions you need to take in your Guestline environment to provide the Omniboost team with the correct VAT percentage for each analysis code and enable the extraction of your financial information.

  1. Financial Export

To enable Omniboost to pull your financial information from Guestline, please configure your financial export. To do so, log into your property and from the top menu go to Settings (Gear icon) and under Tools find the Financial Report Export.

On the following screen you will see a list of all codes along with the option to tick them. You can tick the main header option for each section and the rest will automatically fill correctly, skipping the unnecessary selections.

The only section that you DO NOT tick are the options that are in the Ledger Payment Types sub-section of Payment Analysis.

Once you've selected everything else, click Save in the top left corner of the screen. A dialogue box will appear in which you will specify the title of the report as OMNIBOOST. It must not have any extra characters to be recognised by our integration.

To complete the setup, please click Save.

Note: For any new analysis code added to your Guestline environment in the future, you MUST update this financial export template by making sure that the new code is selected in all instances except when it's a Ledger Payment type code.

Testing and Automation

  1. Provide all additional data

Once you've completed your mapping and Guestline configuration, please make sure that the following information has been shared with the Omniboost team via support@omniboost.io:

  1. T/nominal codes for any temporary VAT levels not listed in the mapping form.

  1. Testing date: Please let us know which past date you wish the test file/journal posting to be generated for. We recommend using a date on which your Guestline environment contains a variety of products and payment types to enable a clear overview of the mapping you've selected.

  1. Historic import range: Please provide a past date range (if applicable) for which you want Omniboost to generate files to help you fill any gaps in financial data transfer that may have occurred while switching accounting solutions. (Ex: Starting with November 1, 2021)

  1. Daily run time: time of day your integration should be run. Please note that this does not modify/overwrite the set start and end times of your Guestline End of day report.

  1. Testing

Once we've received all necessary information, Omniboost will schedule the building of your integration pipeline.

When complete, we will generate a test file/journal posting for the date(s) you specify and inform you it's ready for your review. Please use your Guestline End of Day report to reconcile the data and confirm Omniboost can proceed with setting the integration live.

  1. Exporting your Guestline End of Day report

From your main Guestline dashboard, go to the Accounting tab and select Periods end archive. There you will see a list of the most recent closed periods. If you do not see your desired dates, please use the date range selector. When you've selected the correct period, you can click on the View option and select Viewer to immediately display the report. If you would like to export the report and share it with the Omniboost team, please select the PDF option, download it and send it to support@omniboost.io.

Note: When reconciling, please be aware of the exact time frame that you are comparing in your accounting system. As shown in the screenshot above, your Guestline opening and closing period is predetermined by the PMS and will remain the same regardless of when your report/journal for that day is posted by Omniboost.

  1. Historic pull

After you confirm that you are satisfied with the mapping you've chosen, if you've provided a historic import range, the Omniboost team will generate the daily files/post the daily journals for the given dates.

  1. Automating the integration

When all past data has been pushed through, the Omniboost team will set an automated daily schedule based on the End of day you specified in your mapping profile/via email.

  1. If connecting to an export-type integration, you will receive a ready-to-upload file to the email(s) you've specified.

  1. If connection to an API integration, a daily journal will be posted into your accounting system.

Integration support

If you wish to make any changes to your mapping (adding new analysis code) or experience any issues throughout the lifetime of your Omniboost integration, please reach out to support@omniboost.io for assistance. The team will review your request and help you as soon as possible.

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