Set up ledger groups

A Ledger group helps you organise and standardise your financial settings. Think of it as a reusable template for applying accounting rules across multiple parts of your business, such as locations or properties, which we refer to as Location groups.

Setting up ledger groups correctly is essential for ensuring that transactions are posted to the appropriate ledgers with the correct cost centers and tax rules. This guide will walk you through the process of creating a ledger group, linking it to location groups with customised settings, and managing it effectively.

The goal is to associate ledgers with entities such as accommodation types and add-ons based on conditions like location, reservation category, or distribution channel.

Create a new ledger group

Follow these steps to create a ledger group.

1. Navigate to Finance Manager, expand the Configuration menu item, and select Ledger group.
2. Click Create ledger group.
3. Enter the following information in the pop-up displayed:
   1. Name: give the group a clear, recognisable name (for example, Standard revenue, Default tax group).
   2. Code: assign a unique system code. This must be unique across all Ledger Groups. Required.
   3. Description: add a short note explaining the group's purpose.
4. Click Create to save the new ledger group.

Finalise ledger group configuration

Once a ledger group is created, it will appear on the ledger group page within the side panel container. Select the required ledger group to view its details, which will be displayed in the panel on the right side of the page. From here, you can view, edit, or manage the ledger group as needed.

General actions

• Search: find ledger groups by name or code.
• Edit code: update the group’s code directly from the detail view.
• Delete: remove a ledger group using the kebab menu only if it isn’t linked to any location groups.
• Translations: add multi-language translations for Name and Description.

Link ledger groups to location groups

The primary function of ledger groups is to connect them with location groups for applying financial rules. This is accomplished through the Location group card on the Ledger group detail page.

1. Click Link location group.
2. Select location group in the Link location group pop-up. Only unlinked location groups will appear in the list for selection.
3. Click Next step.
4. Configure the ledger details in the next step. Optional accounting settings are available to make sure the correct accounting processes are applied to the Location group.
   1. Ledger: main general ledger for transactions.
   2. Second ledger: optional secondary or contra-ledger.
   3. Cost center: track expenses or revenue.
   4. Cost unit: analyse finances more granularly.
   5. Cost center depends on location: enable to assign dynamically by transaction location.
   6. Purchase distribution cost center depends on work order location: enable for work-order-specific cost centers.
5. Click Finish to link the location group to your ledger group.

Manage linked location groups

You can view or manage the location groups on the Ledger group page, in the Location group card.

1. View configurations: see the Name, Ledger, Second ledger, VAT ledgers, Second VAT ledger, Cost center, and Cost unit.
2. Edit location group: Click on the kebab menu for More options and select Edit location group. A pop-up to update the location group is displayed.
3. Unlink location group: Click on the kebab menu for More options and select Unlink location group. Remove a single location group or select multiple rows to unlink in bulk.
4. Change location group order: Click Change location group order and, using the Reorder handle icon, drag location groups into the desired sequence.