Ledger Setup & Mapping

Why is the system not accepting the ledger codes I entered?

This usually happens due to incorrect formatting or invalid characters. Please ensure that the ledger codes are numeric and match your accounting framework (does not include special character e.g. /, -, etc). If the issue persists, contact support.

I want to change the account number for payment ledgers (e.g., EC card, bank transfer). How can I do this?

If you are only using the financial reports upgrade, changes to payment ledger codes must be requested through support. Provide a clear mapping of current codes and the desired replacements, for example, change Other payments from 1234 to 1235. If you have an accounting connection, you can go to Finance > Accounting Setting > you will then be able to make the changes for the payment ledgers there. 

Can I assign different ledgers to different payment types or add-ons?

• For add-ons, go to My Property > Add-ons. Create a new add-on or open the existing add-on and assign the ledger here. 

• Payment Types in RoomRaccoon; offers the following payment methods:

  • 3DS

  • AMEX

  • Bancontact

  • Bankcard

  • Booker Balance (virtual wallet)

  • Cash

  • EFT (bank transfer)

  • Giftcard

  • Giropay

  • iDEAL

  • Maestro

  • Mastercard

  • Cardholder-not-present (CNP)

  • Multibanco

  • OTA

  • Other

  • Stripe

  • Terminal

  • Virtual

  • Visa

  • OTA Commission

  • Payments (unallocated)

These payment methods are dependent on the country in which the property is located.

I’m missing a ledger option when trying to map a payment method. What should I do?

It may not have been created yet. If you have an accounting connection, go to Finance > Accounting Settings > Ledgers to add it, or contact support. 

How do I handle refunds or cancellations in the ledger overview?

For refunds, you will need to select the refund option for the payment that is being refunded. Alternatively, if the refund is done using a different payment method, you can add a negative payment and select the method in which the refund was done.

For cancellations, if the amount is being refunded, follow the steps above and change the status to “Cancelled”. If the hotel is keeping the money, you will need to create an add-on called “Cancellation fee” and then “Zero” the reservation value. You will then create an invoice and link it to the payment.

Finance Reports & Exports

 Why don’t the totals in the Finance Report match my Revenue Breakdown?

Revenue reports and financial reports will not match because they serve different purposes and are based on different data:

• Revenue Reports are managerial tools based on daily breakdowns of reservations. They help with forecasting, pricing, and performance analysis, and may split revenue across months for multi-day stays. → Used for insights, trends, and strategic decisions.

• Financial Reports are accounting tools based on the invoice date. They only reflect data once invoices are issued and show things like ledgers and payments. → Used for financial health, compliance, and bookkeeping.

Both are essential but should not be compared directly.

How can I export the Finance Report by month or year?

Navigate to Finance > Finance Reports, next to the year near the top left of the page, you will be able to select the year you are looking to download. For the month, next to the month you are looking for,  click the Download button.

Is there a way to automate weekly Finance Report exports?

At the moment, exports must be generated monthly.

Why do I see duplicate revenue entries in my Finance Report?

This could indicate duplicate charges or refunds. Check the reservation details or add-on history to confirm.

 How can I create a report showing revenue per room?

You can build a custom report via the Reservations tab (though it’s not ideal for accounting purposes).

Revenue Groups & Mapping 

Why is revenue not showing in the correct group on the dashboard?

Revenue Group assignments depend on how ledgers are configured. Double-check the mapping in Finance > Ledgers and Add-ons.

Can we split revenue from one product into multiple Revenue Groups?

No. Each product can only be mapped to one revenue group at a time. If needed, duplicate the product and assign different mappings. 

How can I verify which ledger and revenue group is assigned to a product?

Check:

• My property > Add-ons for product-ledger links

• Finance > Ledgers for ledger-revenue group mapping

• Rate Plan setup for package set up to ensure add-on is selected in the rate.

I don’t understand how revenue group mappings work. Where can I learn more?

We recommend reading our article: How Revenue Groups Work in RoomRaccoon

Can I assign different VAT rates to different ledgers?

Yes, VAT rates can be configured per ledger in Finance > Ledgers.

Integrations & Practical Scenarios

Can we schedule a call with our accountant to clarify ledger mapping?

Yes! Please request a call via the support chat and indicate the topics you’d like to cover.

How do I know if Xero is receiving the correct journal entries?

Check the Accounting Settings tab under Finance, and ensure ledgers for payments/unallocated are correctly mapped. You can also check your Xero journal history.

What happens if a POS charge is posted to the wrong room? Can it be removed?

POS charges cannot be deleted for audit purposes. Instead, post a negative add-on using the same ledger and revenue group.

How do I reverse a wrongly posted POS entry?

Use a negative add-on with the same details as the original charge. This ensures traceability and compliance.

Why can’t I remove an add-on charge that was added by mistake?

RoomRaccoon enforces transparency in financial reporting. Instead of deletion, use reversal through a negative add-on.