Accounts

Overview

Accounts are the foundation of your financial tracking. They represent where money comes from (revenue), where it goes (expenses), what you have (assets), and what you owe (liabilities).

VRPlatform includes default accounts for common scenarios, but you can create custom accounts for your specific needs.

Key Concepts

Account Types

Type	Description	Use For
`ledger`	Standard accounting accounts	Revenue, expenses, receivables, payables
`bank`	Bank and credit card accounts	Deposits, payments, reconciliation
`recurringFee`	Accounts for fee calculations	Recurring fee credit/debit accounts
`nonPosting`	Administrative accounts	Tracking without financial impact

Account Classifications

Standard accounting classifications determine how accounts appear on reports:

Classification	Description	Examples
`asset`	Things you own or are owed	Bank accounts, accounts receivable
`liability`	Things you owe	Accounts payable, security deposits held
`revenue`	Income earned	Rental income, management fees
`expense`	Costs incurred	Repairs, utilities, cleaning

Account Assignments

Assignments designate accounts for specific system functions. Only one account can have each assignment:

Receivables & Payables:

accountsReceivable - Guest balances owed
accountsPayable - Bills to pay

Deposits:

deposit_channelFee - Channel fees on deposits
deposit_coHostPayout - Co-host payout receivables

Transfers:

transfer_ownerPayout - Owner distributions

Revenue Recognition:

deposit_deferredRevenue - Unearned revenue

Account Status

Status	Description
`active`	Account is operational
`inactive`	Account is disabled

Deactivation rules:

Cannot deactivate if used in locked transactions
Cannot deactivate if assigned to system functions

Account Categories

Accounts can be grouped into categories for reporting:

Categories have a name and optional classification
Useful for P&L and Balance Sheet organization
Create your own category hierarchy

Offset Accounts

Some accounts have an offsetAccount for balanced entries. When posting to the primary account, the system automatically creates a balancing entry to the offset account.

Bank Accounts

Bank-type accounts have additional properties:

Property	Description
`category`	`trust`, `operating`, or `external`
`type`	`deposit` (checking/savings) or `creditCard`
`last4`	Last 4 digits of account number
`currency`	Account currency

Bank connections:

Bank accounts can link to external banking connections
Enables automatic bank feed imports
Supports reconciliation workflow

Bank records tracking:

reconciled - Matched transactions
unreconciled - Pending transactions
total - Total imported records

External References

Field	Description
`uniqueRef`	Your internal account ID

Common Scenarios

Creating an Expense Account

POST /accounts
{
  "name": "Pool Maintenance",
  "type": "ledger",
  "status": "active",
  "categoryId": "category-repairs"
}

Creating a Bank Account

POST /accounts
{
  "name": "Trust Account - Chase",
  "type": "bank",
  "status": "active",
  "banking": {
    "category": "trust",
    "type": "deposit",
    "last4": "4567",
    "currency": "USD"
  }
}

Initializing Bank Starting Balance

POST /accounts/account-123/init-banking
{
  "startingBalanceDate": "2024-01-01",
  "startingBalanceAmount": 5000000
}

Assigning Account Purposes

PUT /accounts/account-123
{
  "assignments": ["accountsReceivable"]
}

API Endpoints

Method	Endpoint	Description
`GET`	`/accounts`	List accounts with filters
`GET`	`/accounts/{id}`	Get account details
`POST`	`/accounts`	Create an account
`PUT`	`/accounts/{id}`	Update an account
`DELETE`	`/accounts/{id}`	Delete/archive an account
`POST`	`/accounts/{id}/init-banking`	Initialize bank starting balance

Filtering Accounts

GET /accounts?type=ledger&status=active
GET /accounts?type=bank&banking.category=trust

Response Structure

{
  "id": "account-123",
  "name": "Trust Account - Chase",
  "type": "bank",
  "status": "active",
  "uniqueRef": "TRUST-001",
  "assignments": [],
  "category": {
    "id": "category-banking",
    "name": "Bank Accounts",
    "classification": "asset"
  },
  "offsetAccount": null,
  "banking": {
    "category": "trust",
    "type": "deposit",
    "last4": "4567",
    "currency": "USD",
    "connections": [
      {
        "id": "bank-conn-456",
        "name": "Chase Bank Feed",
        "status": "active",
        "connection": {
          "id": "conn-chase",
          "name": "Chase",
          "status": "active",
          "isErrorState": false,
          "icon": "chase-icon"
        },
        "currentSync": null,
        "source": null
      }
    ],
    "bankRecords": {
      "reconciled": 150,
      "unreconciled": 12,
      "total": 162,
      "latestCreatedAt": "2024-06-15T10:30:00Z"
    },
    "balance": {
      "openingDate": "2024-01-01",
      "opening": 5000000,
      "ending": 7500000
    }
  }
}

Default System Accounts

VRPlatform creates default accounts for common scenarios:

Account	Type	Classification	Assignment
Accounts Receivable	ledger	asset	`accountsReceivable`
Rental Income	ledger	revenue	-
Cleaning Fee Income	ledger	revenue	-
Management Fee Income	ledger	revenue	-
Repairs & Maintenance	ledger	expense	-
Owner Distributions	ledger	liability	`transfer_ownerPayout`

Locking Rules

Accounts are subject to locking:

Condition	Blocked Operations
Used in locked transactions	Cannot deactivate
Has system assignment	Cannot delete

Transactions - Record entries to accounts
Recurring Fees - Fee credit/debit accounts
Owner Statements - Account totals in statements
Locking - Modification restrictions

Accounts

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