Charge Code Setup:

You will set up charge codes for things such as transfers and fees. 

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Transaction code: may be up to four characters. 

• T (TRANSFER FROM GUEST LEDGER) is a required code if you are using Execu/Suite PMS.
• CHGE (TRANSFER FROM POS) is a required code if you use stand-alone Execu/Touch POS with A/R charges.
• If you want to set up late fees, see Late Fees.

1. Description: May be up to 30 characters.

2. Unit: No longer used. Leave this field blank.

3-5. G/L Account fields. You may leave these fields blank if you are not using Execu/Tech's Back Office accounting.

• Note: for DB Charge Codes, the G/L account will be the debit account, and the G/L offset will be the credit account. 

• 3. G/L account: The General Ledger account to which this item should post. NOTE: For the transaction code T, do not enter a G/L account number if you already entered a G/L account number in the DB payment code setup within Execu/Suite PMS hotel control files setup. Otherwise, you will end up with duplicated transactions. The actual revenue GL transactions (such as room or F&B sales) will be created from within Execu/Suite PMS. You do not need those charge codes within Direct Bill. If you do not know the account number to enter, your property's accountant can advise you.

• 4. G/L offset account: The offset General Ledger account to which this item should post. If you do not know the account number to enter, your property's accountant can advise you.

• 5. G/L Journal code: The two-character code that should post to the GL transactions.

6. Fixed amount: Used in Membership Billing. You can leave this field blank for normal Direct Bill processing.

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Payment Code Setup:

You will set up payment codes for the types of payments that you accept (credit cards, ACH, checks, etc.)

Transaction Code: May be up to four characters. NOTE: If you are using a credit card interface, the payment codes must match the codes set up in Execu/Suite PMS Payment Codes. 

1. Description: May be up to 30 characters.

2. Unit: No longer used. Leave this field blank.

3-5. G/L Account fields. You may leave these fields blank if you are not using Execu/Tech's Back Office accounting.

• Note: for DB Payment Codes, the G/L account will be the credit account, and the G/L offset will be the debit account.
   
• 3. G/L account: The General Ledger account to which this item should post. If you do not know the account number to enter, your property's accountant can advise you.
• 4. G/L offset account: The offset General Ledger account to which this item should post. If you do not know the account number to enter, your property's accountant can advise you. If you are not using Execu/Tech's Back Office accounting.
• 5. G/L Journal code: The two-character code that should post to the GL transactions.

6. Fixed amount: Should be blank for payment transactions.

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Print Transaction Codes

Go to Direct Bill > Print Control File. 

At the prompt, type 1 and press Enter.

When finished, type 0 (zero) and press Enter to exit.

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