Set up fiscal year
The fiscal year controls the reservation number. Each reservation number begins with the fiscal year (25, 26, 27, etc.). It also determines the ledger to which revenue is initially assigned.
If a reservation spans two calendar years, for example, 25 December 2025 to 5 January 2026, it can only belong to one fiscal year. Depending on the arrival and departure limits, this will be either 2025 or 2026.
Note
The fiscal year is not linked to revenue reporting or accounting. Those are handled in the Revenue distribution menu of Finance Manager.
Fiscal year vs fiscal year ledger
The fiscal year and the fiscal year ledger serve different purposes.
The fiscal year defines the sequence for reservation numbers. Each number begins with 000, followed by the last two digits of the fiscal year it belongs to (e.g. 2022, 2023). This can be set up within Finance Manager under Configuration in the Fiscal years menu item.
The fiscal year ledger stores all future payments in a pending ledger before revenue is redistributed. The fiscal year ledger is set up within Finance Manager in the Admin organisation menu item under Configuration.
Create a fiscal year
Follow these steps to create a fiscal year:
- Navigate to Finance Manager, expand the Configuration menu item, and select Fiscal years.
- Click Create fiscal year.
- Fill in the required fields:
- Fiscal year: set the year label.
- Arrival limit: if a reservation arrives before this date and departs before the departure limit, it falls in this fiscal year. Most often, this is set as the last they of the year (31/12).
- Departure limit: if a reservation leaves before this date and arrives before the arrival limit, it falls in this fiscal year. Most often, this is set as the end of the Christmas holidays of the next year (the first or second Sunday in January).
- Ledger: set this up under Set up fiscal year ledger.
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Enable the toggles below:
- Use admin organisation ledger: enable if you store transactions per organisation.
- Fiscal year financially closed: enable this after finalising the fiscal year. Once closed, no changes are allowed.
- Click Create.
Assigning arrival and departure limit dates to a fiscal year
If a reservation matches both the arrival and departure rules for a fiscal year, it is assigned to that fiscal year. If it matches only one rule, or neither, it will not be assigned.
- Any reservation with a first stay date beyond the arrival date limit falls outside of the fiscal year you are configuring.
- Any reservation where the last stay date is after the departure date limit also falls outside that fiscal year.
Recommended setup
For resorts with a closing date, set 31 December as both the arrival and departure date limit.
For resorts without a closing date, set the arrival limit to 31 December and the departure limit to one or two weeks into the new calendar year (after the Christmas holidays).
Examples
