Home > Execu/Suite Hotel PMS > Setup - Execu/Suite PMS > Manager Menu / Setup > Hotel Control Files Setup > Charge Codes
Hotel Charge Codes are required for all charges posted to folios, including POS charges.
Before getting started, read the list of required, restricted and suggested codes.
Topics covered:
General Charge Codes
AM Report Line Settings (Including AM Report Headings and AM Report Total Lines.)
Room Charge Codes
"Clearing" Codes for POS tickets closed to guest rooms or master folios
POS Revenue Codes
Room Taxes applied to Room Charge
Auto-Post Charges (Pet Fee, Parking Fee, etc.)
List of required, restricted, suggested codes
Where to find Charge Code Setup:
At the bottom of most Execu/Suite screens you will see instructions, hints, or information like the example below. The information changes as you move from field to field.
Enter charge code: This is where you enter the code for a new or existing code.
Fields 2-4: Required ONLY if you are using Execu/Tech's Back Office® Accounting or one of our interfaces to a third-party General Ledger system. If you are not, then you may leave these fields blank. If you are not sure what to put in these fields, consult your accountant. Execu/Tech does not provide accounting services of any kind.
AM Report Line Settings
When you finish setting up charge codes (or while you are in the middle of setting them up,) you can go to Manager/Setup > Print Charge Codes in AM Report Sequence. This will let you know if something should be moved (by reassigning a line number) or if more than one code share the same line number. Codes without an assigned line number will appear at the top of this report but will not print on the AM and Daily Reports. See example report below:
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These are the lines that print on your AM Report as section headings, such as "ROOMS" and "RESTAURANT." Read AM Report Line Settings first.
Enter charge code: This is where you enter the code for the heading. Typically, hotels use H (for heading) followed by a "section" number, such as 0 or 01. For example: H0 for ROOMS, H1 for FOOD & BEVERAGE, H2 for SPA, and so on.
Fields 2 - 6: Leave blank
Fields 9 - 10: Leave blank
Fields 12 - 13: Leave blank
Fields 16 - 17: Leave blank
AM Report Total Lines
These are the lines that print on your AM Report as section totals, such as "TOTAL ROOMS" and "TOTAL RESTAURANT." Read AM Report Line Settings first.
Enter charge code: This is where you enter the code for the Total line. Typically, hotels use T (for Total) followed by a "section" number such as 0 or 01. For example, T01 for TOTAL ROOMS, T02 for TOTAL RESTAURANT, T03 for TOTAL SPA, and so on.
"Enter charge code" is where you enter the code for this item whether it is a new item or an existing item. If the code already exists the screen will display "EXISTING CHARGE". Each code may be up to four alphanumeric characters. CASE MATTERS. "B" is not the same as "b". This allows you an additional 26 characters. You may have more than one code for guest room charges but they all MUST begin with RC. See the list of codes for more information. "1.Description" may be up to 30 characters. The description prints on reports and on folios. "2. Gen Ledger acct -DR" is the General Ledger DEBIT account to which transactions using this code should post. If you are not sure what to put in this field, consult your accountant. Execu/Tech does not provide Accounting services of any kind. If you are using Execu/Tech's Back Office® Accounting or one of our interfaces to a third-party General Ledger system, this is a required field. If you are not, then you may leave this blank. "3. Gen Ledger acct -CR" is the General Ledger CREDIT account to which transactions using this code should post. If you are not sure what to put in this field, consult your accountant. Execu/Tech does not provide Accounting services of any kind. If you are using Execu/Tech's Back Office® Accounting or one of our interfaces to a third-party General Ledger system, this is a required field. If you are not, then you may leave this blank. "4. G/L Journal Code" is the 2-character General Ledger journal code when transactions using this code should post. If you are not sure what to put in this field, consult your accountant. Execu/Tech does not provide Accounting services of any kind. If you are using Execu/Tech's Back Office® Accounting or one of our interfaces to a third-party General Ledger system, this is a required field. If you are not, then you may leave this blank. "5. Fixed amount" should be left blank since room rates are set up in the Rooms or Room Types record. "6. Tax codes" must be RT* (a code beginning with RT) if applied to RC*. RT* taxes will apply ONLY to room charges. You may have up to four taxes per RC*. If all RT* taxes should apply to the RC* code, then enter the first one in this Tax Codes field. For example if you have RT1, RT2, and RT3, then RT1 would go in this field. If only RT1 and RT3 should apply, then leave this field blank and click the "Tax Codes" button or press Alt+T to enter the taxes in a new window. See also Room Taxes applied to Room Charge. "7. AM Report line no" determines where on the AM Report this line item prints. See AM Report Total Lines. "8. AM Report Format (opt)" should be left blank. "9. AM Rep Summary target" is optional and is the summary total line number that this item is targeted to. This is how it works: Your AM Report might have a heading Restaurant with charge codes for Restaurant Food, Restaurant Wine, and Restaurant Liquor followed by a total line for Total Restaurant. Then Your AM Report might have a heading Lounge with charge codes for Lounge Food, Lounge Wine, and Lounge Liquor followed by a total line for Total Lounge. You might want a summary target for Total Food, Total Wine and Total Liquor. Each of these (Total Food, etc.) will need a charge code with an AM Report line number in Field 7. Then insert that line number into Field 9 (AM Rep Summary target) for the charge codes which should be included in that summary total. "10. Print items?" determines how these charges print on the AM Report. This does NOT determine whether they print or not; any charge code with an AM Report line number can print on the AM Report; any charge code with a blank AM Report line number will not print on the AM Report. In the "Print items?" field, enter Y to print the number of items and average. Enter N to print neither the number of items nor the average. Enter I to print items only without average. If left blank this field will default to print number of items and average. "11. Display item?" if set to Y or if left blank will allow this item to display on the Post Charges/Payments (Post Folio) screen. If set to N this charge code will not display on the Post Charges/Payments (Post Folio) screen. This commonly is done with manager-level codes. All POS charges (if using Execu/Touch POS) should be N as these charge codes should not be used at Front Desk. "12. Allow comment entry?" when set to Y allows the user to add a comment when posting this charge code manually rather than through "Post Room and Tax" at night audit. N disallows a comment to be entered and populates the field with the charge code description. Default is Y. "13. Include in deposit?" typically is set to N for all charge codes (see List of Codes). Y will include this charge code in the "Bank Deposit" section on the Cashier Report. "14. Auto post? (Y/N)" should be set to N since room charges post at "Post Room and Tax" from the night audit menu. Use your down-arrow key rather than Enter to leave this field; otherwise a new window will open. "15. Tax exempt codes-opt" are optional RC* charge codes that may be used instead of RCTE for "Room Charge Tax Exempt". When "Post Room and Tax" is run at night audit, Room Charge (RC*) for tax exempt guests will post with this code instead of RC*. You may designated one code such as RCFX for full exemption such as and another code such as RCPX for partial exemption. The entire amount of RC will post under either RCFX or RCPX instead of RC*. These codes must be set up in Charge Code Set-up. "16. Optional usage code" should be blank or set to N for this charge code. "17. Travl Agcy commission" allows this charge subject to travel agency commission if set to Y. N will exclude this charge from travel agency commission. P will make this charge subject to travel agency commission only for packages. Back to top
When a check/ticket in Execu/Touch point of sale is closed to "ROOM CHARGE" or "ACCOUNT CHARGE" rather than to a payment such as cash or credit card, a charge such as Restaurant (REST) will post to the guest folio or an account master folio. Funds have not been collected yet. At the same time, this same code will post as a credit into the POS Master folio just as a payment code such as CA would post. Therefore, the POS check is closed. There will be a DEBIT (charge) in the guest folio or account master folio and a CREDIT in the POS master folio, giving you a net sum of ZERO. The charge journal should always show a zero total for this charge. NOTE: This clearing charge code is not the same as a charge code used for posting POS revenue such as Restaurant Food. Clearing codes should NOT be used for manual postings unless advised by Execu/Tech.
"Enter charge code" is where you enter the code for this item whether it is a new item or an existing item. If the code already exists the screen will display "EXISTING CHARGE". Each code may be up to four alphanumeric characters. CASE MATTERS. "B" is not the same as "b". This allows you an additional 26 characters. See the list of codes to find out which codes are required or restricted. This charge code should be referenced in the Execu/Touch POS Store Record under the Hotel settings. "1.Description" may be up to 30 characters. The description prints on reports and on folios. "2. Gen Ledger acct -DR" may be blank since this is a clearing charge code and nothing should post to GL. "3. Gen Ledger acct -CR" may be blank since this is a clearing charge code and nothing should post to GL. "4. G/L Journal Code" may be blank since this is a clearing charge code and nothing should post to GL. "5. Fixed amount" should be blank. "6. Tax codes" should be blank. "7. AM Report line no" may be blank since this is a clearing code which should always total zero. "8. AM Report Format (opt)" should be blank. "9. AM Rep Summary target" should be blank. "10. Print items?" should be blank. "11. Display item?" should be set to N so that this charge code will not display on the Post Charges/Payments (Post Folio) screen. "12. Allow comment entry?" may be blank. "13. Include in deposit?" typically is set to N for all charge codes except REF (see List of Codes). Y will include this charge code in the "Bank Deposit" section on the Cashier Report. "14. Auto post? (Y/N)" should be N or blank. Use your down-arrow key rather than Enter to leave this field; otherwise a new window will open. "15. Tax exempt codes-opt" should be blank in both fields. "16. Optional usage code" should be blank. "17. Travl Agcy commission" should be blank. Back to top
Execu/Touch Point if Sale automatically will post charges (revenue and liabilities) and payments into a POS Master Folio so that all POS transactions are included in the hotel's statistics and reports including the Charge and Payment Journals, Final Recap, AM Report, and Daily Report. Each POS item must have a valid POS Revenue Department (such as F for Food or SP for Spa Product) and each POS Revenue Department must point to a valid Hotel charge code such as FOOD or SPAP. POS charges should post only from point of sale and you should not post them manually unless advised by Execu/Tech.
Up to four taxes (RT*) may be applied to each room charge (RC*). Display or create the RC* room charge and then click the "Tax Codes" button at the bottom of the screen or press Alt+A. When the ROOM TAX SET-UP window opens, enter up to four taxes (RT*) that should apply to this Room Charge (RC*) as shown below. Click "Exit" or press Esc when finished. Click "Yes" or press Alt+Y to save the charge code. Back to top
Auto-Post charge codes are used to post specific charges automatically when "Post Room and Tax" is run from the Night Audit menu. These are separate from room and tax charges and package inclusions.
Below is an example of a pet fee auto-post charge code:
When setting up an auto-post charge code, you must enter an amount in Field 5, "Fixed amount". The charge will not auto-post if there is no fixed amount.
Enter Y in field 14, "Auto post? Y/N" and press <enter>. The AUTOPOST SETUP window will open.
1. Default value (Y/N):;This determines whether the auto-post charges are checked or unchecked as the default at check-in.
When checking in a guest, the AUTOPOST window will open after you have entered everything and hit Save. Y sets the default as checked to charge this guest. N sets the default as not checked. Charges that apply to most (or all) guests can be set to Y, and charges that apply less often can be set to N. This saves time at check-in, since the user can simply press <enter> if the defaults apply to the guest.
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