Accounting guide

Accounting opens from the «Dashboard» page with the «Accounting» button. At the top are the tabs «Overview», «Trend», «Profit and loss», «Income», «Expenses», «Suppliers» and «Due dates»: which ones each role sees is in Who sees what.

You pick the period with «This month», «Last month», «This year» and «Last year». The Overview has three cards; tapping one opens the tab that explains it:

• «Profit»: income minus expenses, in red when it is negative. It opens Profit and loss.
• «To pay»: the expenses not paid yet, and how many they are. It opens Due dates.
• «To collect in the period»: what accrued in the selected months and has not been paid yet. It opens Income.

Below are the «Expenses by category» chart and the «Next due dates».

At the top are three figures, the income, expenses and profit of the year, with the change on the year before when there is a year before to compare with. The chart shows, for each period, an income bar and an expenses bar, with the profit line over them.

«Month», «Quarter» and «Year» change the step of the chart, the arrows change the year. Tapping one or more categories makes the chart show only their expenses: the profit stays the real one, income minus all expenses. «Grouped» puts the expenses in a single bar, «One by one» splits them by category.

A table with the periods as columns (on a phone it scrolls sideways) and these rows:

• «Income»: it opens by item, that is by room type, till department and Wellness;
• «Expenses»: it opens by category;
• «Profit», highlighted;
• «OTA commissions (not in profit)», when there are commission invoices (see OTA commissions);
• «Profit, year before», for comparison.

Above the table you see notes on the figures to check: expenses without VAT, payments above the booking total (the «Excess» item, usually a refund that was not recorded), stays split between companies.

• Only payments received count: deposits and balances of bookings, paid sales of the till and of Wellness. A card held as a guarantee is not income until you charge it.
• They count in the month they belong to: the stay is split night by night, so a stay from 30 April to 3 May gives one night to April and two to May.
• The tourist tax is left out: you collect it for the municipality.
• The refund of a booking cancelled from the Booking Engine reduces income.

The tab groups by month and by item; each item shows what accrued (what is due for those months) and what was collected. Amounts in this tab always include VAT.

At the bottom is «Issued documents»: invoices, credit notes, receipts of the period. They are there to look up and are not added to income, because a payment and its invoice are the same money.

1. Tap the + «Expense» button.
2. Enter the «Amount» and pick the «Category»: these two are enough, then «Save».
3. If you need to, open «More details»: supplier (if it is not there, type its name: Vezpa offers to add it), company, «Month it belongs to», «Number of months», due date, paid, «VAT rate (%)» (the category suggests it), «Document number» and notes.

The month it belongs to is the month the expense is for, even if you pay it later. With «Number of months» the expense is split into equal parts: a yearly insurance over 12 months weighs one twelfth a month.

«Upload XML» reads an Italian FatturaPA e-invoice, as .xml or signed as .p7m: supplier, number, date, amounts, VAT and due date. A credit note comes in as negative. The expense goes to the company the invoice is addressed to (the VAT number of the recipient): if it is none of yours, the file is refused. It comes in as to pay, with the supplier's default category.

In Italy supplier invoices can also arrive by themselves. On the «Companies (VAT numbers)» page, if a company's card has the «Supplier invoices» row, the director chooses «through Vezpa»: every invoice arriving from the SDI becomes an expense to pay for that company, labelled «Received invoice», and cannot be deleted. If it was already an expense, entered by hand or from XML, Vezpa links it to that one instead of creating another. With «through your accountant» your accountant receives them and you add them here with «Upload XML». How to activate it is explained in the E-invoicing guide.

The list can be filtered by category, supplier and status («All», «To pay», «Paid»). Each expense can be edited, deleted, marked with «Mark as paid» or «Mark as unpaid», and copied to another month with «Duplicate», handy for bills. An expense without a category reads «Uncategorised»; expenses in another currency stay out of the total.

For expenses that come back the same (salaries, mortgage, rent, fees) use «Repeat» in the expense sheet: «Every month», «Every 3 months» or «Every year», with «Until» if the repetition has an end. It works on expenses entered by hand, not on those from XML. Vezpa creates the expense of each period on its own, on the same day of the month (the 31st becomes the last day in shorter months), to pay, with the amounts, supplier, category and company of the first one. In the list, the expenses of a repetition have the icon with circling arrows. You stop it with «Stop repeating», from the first expense or from any of those created; deleting the first one also stops it, while the expenses already created stay. Changing the amount or supplier of the first expense changes the next ones, not those already created. «Duplicate» remains for a single copy.

If you take online payments with Stripe, its fees come in on their own: every month one expense from the supplier Stripe, in the «Payment fees» category, already paid, with the «Automatic» label. Vezpa updates it every day, so it cannot be edited or deleted.

Each supplier shows how much you spent and how much is still to pay in the selected period. Suppliers are created on their own, from an expense or from an XML file.

The Manager can change their «Name», «VAT number» and «Default category»: with a default category, new expenses from that supplier, XML ones included, take it on their own.

«Expenses to pay»: the unpaid expenses, with those past their due date marked «Overdue». You can tap «Mark as paid» right here. A channel commission invoice still open shows the «Reconciliation» label.

«Expected payments»: the bookings with check-in in the last 12 months or the next 30 days that still have an open balance. Tapping one opens the booking.

In this tab amounts always include VAT: they are what you pay and receive.

Every property starts with ten built-in categories, among them «Channel commissions». The Manager handles them with the «Categories» button of the Expenses tab:

• «Rename» and «Default VAT rate (%)», suggested in new expenses;
• «Hide» and «Show»: a hidden category is no longer offered for new expenses;
• «Add category» for your own items.

Built-in categories cannot be deleted; the ones you added can, if no expense uses them.

The % icon at the top switches between «Amounts including VAT» and «Amounts excluding VAT». It applies to Trend and Profit and loss and, in the Overview, to the profit with the detail under it and to the «Expenses by category» chart.

• Without VAT, income is net of its rate: in Italy the stay net of 10%, elsewhere with the property's rate. Expenses count for their taxable amount.
• An expense whose VAT is not known, or a payment not linked to a booking, counts in full even without VAT: a note tells you so.
• «To pay» and «To collect in the period» always include VAT, like the Income tab: it is money that really goes out and comes in.

Portal commissions are calculated from the bookings: they go among the expenses, in the «Channel commissions» category, split night by night like the stay.

The commission invoice the channel sends you is a «Reconciliation»: you record it in the same category, by hand or from XML, to check what the channel kept, but it is not taken off the profit a second time. While it is still to pay it shows in «To pay» and in Due dates, because it is a real debt. In Profit and loss it has its own row, «OTA commissions (not in profit)».

If the account has several companies (see the E-invoicing guide), the «Company» selector appears at the top: «All companies» or a single one. With one company the selector is not there.

• Income goes to the company of the room or of the department; a stay in rooms of different companies is split between them night by night.
• An XML expense goes to the company whose VAT number it is addressed to; an expense entered by hand to the company chosen in «More details», otherwise to the supplier's usual company, otherwise to the main one.
• Every report reads for one company or for all of them together: the amounts of one company never end up on the VAT number of another.

• Manager: all tabs, the VAT switch, categories and editing suppliers.
• Assistant: only «Expenses» and «Suppliers». They enter expenses and upload XML files, create new suppliers from the expense, edit the expenses they entered by hand; they do not see income or profit and do not change categories or suppliers.
• Other roles do not have the «Accounting» button.

Statistics counts revenue by check-out date: everything the guest spent, portal commissions included, in the month they leave, paid or not. Accounting counts the money collected, in the month each night belongs to. The same months can therefore give different totals, and that is how it should be: Statistics tells you what you sold, Accounting what you collected and spent.

Under the revenue chart in Statistics the Manager finds the note «Why Statistics shows different revenue».

The «Tax documents» icon at the top opens the pages of the documents your property issues, for example e-invoicing and invoices: it appears when at least one is active.

Accounting does not issue documents and does not send anything to the tax office: it lists them in the Income tab, under «Issued documents», without adding them to income.