1. New Connection request
A new connection request is submitted by the RoomRaccoon team on your behalf. To help Omniboost start preparing your profile and reach out to you, RoomRaccoon will share your property name, contact details as well as the Hotel ID and API key.
2. Accounting Platform configuration
Before starting the onboarding processes, you must have your chart of accounts finalized in your Unit4 environment. During the accounting mapping phase of the onboarding process, you will be specifying to which of your Unit4 ledger account codes revenue and payment amounts from RoomRaccoon must be posted to.
Changes to the ledger account code mapping are supported throughout the lifetime of the integration. However, clients that make any Chart of Account changes prior to the setup of the accounting connection will ensure that they have a smoother testing and go-live experience.
3. RoomRaccoon Environment Configuration
The accounting mapping of your revenue and payment ledgers is done in your RoomRaccoon environment. In case assistance is required, please reach out to your RoomRaccoon representative.
Revenue ledger mapping
In RoomRaccoon, you can navigate to the revenue mapping from the main menu on the left-hand side of your RoomRaccoon 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 that the integration functions correctly, you must also configure your payment ledgers.
To manage your payment ledgers, click on the Settings icon in the bottom left-hand corner of your Room Raccoon dashboard. From the options at the top of the Settings screen, select the Connectivity tab.
The following screen will show you the list of all of the active connections at your property.
For each of the payment types listed, enter the ledger account code or select it from the drop-down menu (if applicable).
4. Integration configuration
In addition to the revenue and payment mapping in your RoomRaccoon environment, the integration with Unit4 requires additional information. Please find the required information below:
Required piece of (Accounting) information
Code of the General Journal
The Omniboost accounting connection will push daily journal entries into the general journal
General Journal code M
Guest ledger account code
The Guest ledger account code balances the debit and credit sides of daily journal entries
Ledger Account code 1234
Unit4 VAT codes
Omniboost uses VAT codes for the VAT mapping which is built into the RoomRaccoon to Unit4 connection
VAT code 1 for 9% VAT, VAT code 2 for 21% VAT, VAT code 0 for 0% VAT
Revenue Fallback ledger account code
In case not all revenue ledgers are correctly mapped in RoomRaccoon, the accounting connection will post the corresponding revenues to the fallback ledger account for revenues.
Ledger Account code 2090
Payment Fallback ledger account code
In case not all payment ledgers are correctly mapped in RoomRaccoon, the accounting connection will post the corresponding payments to the fallback ledger account for payments.
Ledger Account code 8015
The Omniboost team will provide you with the list of required accounting information during your onboarding.
5. Accounting system authentication
The integration with Unit4 Accounting is an API-connection. This means that the integration will fully automatically push daily entries into your Unit4 environment. Please note that these entries are always draft entries, so you can always remove them and/or modify them in case necessary.
Because the connection between RoomRaccoon and Unit4 is based on an API-connection, authentication is required for this connection. Your Omniboost representative will provide you with a so-called OAUTH link which needs to get activated by you. Please note that activation of this link does not give Omniboost access to your Unit4 environment. Instead, activation of this link ensures that the accounting connection can push journal entries into your Unit4 environment.
Once Omniboost has built the accounting connection between RoomRaccoon and Unit4, the testing process can start.
Your Omniboost representative will push several test journal entries into the Unit4 environment after which these journal entries can be verified and reconciled with RoomRaccoon. Please see Step 7 below for details regarding the reconciliation part.
You can reconcile the journal entry tests in your Unit4 environment with your RoomRaccoon financial report. To access this report, please click on the Reports icon on your RoomRaccoon 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
At this point, your accounting team has reviewed and verified the journal entry tests.
In case there is historical data in your RoomRaccoon environment that has not been transferred into Unit4 as of yet, you can request the Omniboost team to transfer this accounting information into your Unit4 environment.
9. Go-live / Automation
The final step in the onboarding process is to activate the accounting integration with Unit4. In practice, this means that the transfer of the financial data gets fully automated.
You will be asked to confirm at which time the integration should run each day. We always recommend that you consider your daily operations when deciding this. Please 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 to the data in RoomRaccoon after the moment the data has been posted, will not be picked up by the accounting connection.
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.