Administration - Articles

Modified on Thu, 26 Oct 2023 at 02:44 PM

Articles are set up to allow charges to be captured to the correct revenue groups. They are an important part of the system for your accounts. 

From the fields below any drop-down lists that need to be added or amended can be changed in  Administration > Option Sets 


Add an Article – Click +Add and complete the fields. 


Article Code  This is the code for the relevant article within your account software.  


Article Description  Enter a brief description. E.g. breakfast, newspaper. 


Article Group  This is the general area the article is associated with. E.g. reception, housekeeping, restaurant. 


Billing Group – This is the billing group that the article you are creating is associated with. E.g. accommodation, bar, restaurant. 


Main Group  This is to categorise where the charge needs to go E.g. food revenue, accommodation, drinks revenue. 


Price  You set the price here E.g. if you charge £7.50 for breakfast that is what you would enter here. Not every article will need a price setting. E.g. accommodation is variable so you can leave this blank and just tick the open price box at the bottom. 


VAT% This should be set at the current % for VAT unless the article is not taxable. 


Service Charge % - If the article has a service charge you would add it here. 


VAT % (Notice709/3)  This allows an accommodation charge to be relieved from VAT when a guest stays for over 28 consecutive days. You would tick this on an accommodation article used for this purpose. 


Revenue Code – If you use accounting software like SageQuickbooks or Xero you can match the article by using the same code here. 


Accounts Nominal Code  This is the nominal code for the specific category. 


Accounts Tax Code  This is used to assign your transactions to the correct VAT code. This is usually a 0% VAT code and a 20% VAT code; however, this will vary depending on your location. You will need to set these up in Accounting Manager > Accounts Tax Codes 


Dept. Code – If you use department codes in your account solution within your chart of accounts you should add this here. 


Cost Centre If you use department codes in your account solution within your chart of accounts you should add this here. 


The Tick boxes are so you can tailor the article to suit and most of them are self-explanatory. 

Allow Void – Allows this article to be voided. 

Charge per Guest – You would tick this for items that are charged per guest. 

Charge on Arrival – Tick to have this as a one-off charge on arrival. 

Exclude Children and Infants from Charges – you would tick this for example if the article for breakfast is included in a rate plan, but you don’t charge children for breakfast. 

Redeemed by Room Charge – Tick this for an article that is included in a rate plan that you still want to charge through your Epos system. 

Cancellation Penalty – You would tick this for a cancellation article. 

Inactive – If you want to set an article up but don’t want it active you would tick this. 


Make sure you click save before leaving this page. 


To Edit an Article 

Click the relevant name and it will open the page to edit details. 

Amend data fields to change the article. 

Save changes before leaving this page. 


To Delete an article  

Click the trash icon on the right-hand side. You will be asked to confirm 

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