Reservation lines

Your PMS splits each reservation into lines: base rate, cleaning fee, taxes, discounts and more. Each line type maps to an account, which decides where its amount posts. Open Settings > Accounting Preferences.

Example: a Hostaway base rate of 500 dollars mapped to Rents posts 500 dollars to Rents.

Map a line type

Pick the account in the Account column. Map every line type, and check again when new line types appear. VRPilot lists unmapped line types under its ongoing tasks. A reservation with unmapped lines shows zero financials, see Troubleshooting.

Include or exclude

Include a line when it changes what was paid or withheld in the payout. The reservation total should then match the payout. Exclude lines that are informational, paid outside the payout or internal to the PMS, by choosing Excluded. Excluded lines show struck through in the reservation.

Reservation lines are guest activity and go to the owner. Fees and commissions are what you charge the owner. A cleaning fee on a statement comes from the reservation line, even when no cleaning fee is set up under fees.

Exceptions by channel

An exception maps a line type to another account for one booking channel. Common examples:

• Exclude the host channel fee, except for Airbnb.
• Map lodging tax to a tax liability account, except for Airbnb where Airbnb remits the tax.

Open the menu of the line type, select Update exceptions, pick the channel and the account, and submit. Reset Exceptions removes all exceptions of the line.

Revenue recognition

Set the Default Revenue Recognition of your team at the top of the page: Check-in, Check-out or Pro-rata, which spreads revenue evenly over the nights. Teams that already use Booked at keep it. Revenue of cancelled reservations is recognized on the cancellation date.

A line type can override the default. The difference between the two dates posts to deferred revenue. Example: a stay from December 30 to January 2 with 1,000 dollars rent and a 200 dollar cleaning fee, default check-in, cleaning fee check-out. The rent lands on the December owner statement and the cleaning fee on the January one.

You can change methods after statements are published. The change applies only to periods and reservations that are not locked, so published statements stay as they are. Settle the method during setup and ask your accountant before you change it later.

Your own line types

For charges that are not in your PMS, such as a one-off fee:

1. Click Add Line Type, name it and map it to an account.
2. Set its revenue recognition and save.

Use it on a reservation with Add adjustment. You can also create one from the adjustment’s line type list with Create a new line type.