Finance basics

Understanding finance in Maxxton starts with the admin organisation and works down through companies, transactions, and revenue. This article explains how these elements fit together to ensure your accounting system receives complete and compliant data. You will learn how to:

• Set up admin organisations and companies (points of sale).
• Configure accounts for payments and receipts.
• Map revenue and VAT to the right ledgers.
• Generate the key reports for export to your accounting system.
• Use additional finance tools such as journal periods, cost centres, and multicurrency.

By the end, you will see how Maxxton structures your financial data, from payment collection to revenue recognition, so you can stay compliant and keep control over your accounts.

Admin organisation

If you want to understand how Maxxton handles revenue, tax, and compliance, you start with the admin organisation (AO). Admin organisations form the backbone of your finance structure in Maxxton.

The admin organisation is the top-level financial and legal entity in Maxxton. It:

• Represents the legal entity issuing invoices and journal entries.
• Groups one or more companies (points of sale).
• Groups one or more location.
• Contains the regulatory settings for your country (e.g. NF525 in France, SII in Spain, SDI in Italy).

Each AO determines how journal entries are created and how compliance data is handled.

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Understand the point of sale (company)

If you receive money at different locations, you need companies to be set up within the admin organisation.

Each company acts as a point of sale, usually tied to a physical location such as a front office. It handles:

• Transactions paid on-site (for direct sales or reservations in cash, cheques, ANCV or credit cards).
• Cash clearance processes are usually carried out at the end of the day and corresponds to a cash register reconciliation or closing process. 

There can be one or multiple companies per location (e.g. 2 front offices, etc.)

Transfer data to accounting system

Maxxton feeds your accounting system from two key data sets:

• Transactions (payments and receipts)
• Revenue (sales and income recognition)

Let us break them down.

Focus on transactions

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For each reservation, payments can be received in various accounts and locations, using different payment types, and require clear identification. These accounts need corresponding configuration in Maxxton.

If you are managing payments, you will deal with two types of accounts:

Bank and miscellaneous accounts

• Centralised at the admin organisation level.
• Used for payments like internet (via PSP), transfers, and cheques.
• Typically managed at headquarters.

Cash accounts

• Located at the point of sale (company).
• Used for on-site payments.
• Multiplied by the number of companies.

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Each account must be mapped to a ledger to export correctly to your accounting tool.

Focus on Revenue

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If you want correct revenue journal entries, you need to configure ledgers for each resource (accommodation, add-on, etc.). You can use either:

• Single ledgers per resource
• Ledger groups if revenue depends on reservation conditions (e.g. location, sales channel).

All the revenue journal entries will be generated base on those ledger configurations. VAT is also linked to the ledgers.

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Focus on the outputs

Maxxton produces three main reports to feed your accounting system:

• Revenue distribution
  • Splits and journals revenue by rule or legislation.
  • Operates at the admin organisation level.
• Financial transaction report
  • Journals payments received at HQ (at the admin organisation level).
  • Excludes point-of-sale transactions.
• Reception financial transaction report (or Journal report)
  • Journals POS transactions, including both reservation and direct sales.
  • Operates at the company level.

Additional finance settings

If your business requires more advanced finance tools, Maxxton supports:

• Intercompany transactions: accurately and securely move transactions to other legal entities within your business. 
• Cash remittances: record and transfer your cash into your central financial records or bank account.
• Journal periods: for managing open/close dates per month or year.
• Journals: to record financial transactions in chronological order and track daily financial activity.
• Cost centres: to map revenue or payments to locations or departments.
• Multicurrency: to handle payments in multiple currencies.
• Customer Reports: used for control, reconciliation or audit purposes.