Configure Accounts

EMS uses accounts to indicate where the monies that your organization receives for billable items should be deposited, based on your internal accounting system.

Important!

Accounts in EMS are used for reporting purposes only. EMS does not provide any functions for physically moving funds.

Examples of accounts include the following:

  • Facilities Account

  • Catering Fees Account

  • Miscellaneous Charges Accounts

Income for each resource or room is recorded into only one account. The account that is credited typically corresponds to the operational department that receives the income credit for the sale of the resource or room. For instance, in this model, room charges might be credited to the Facilities Account and food and beverage resources would be credited to the Catering Account.

When you configure an account, you must specify both an account name and an account code. After you configure accounts, you can use them to label billable items (rooms, equipment items, and so on). If you invoice out of EMS, then you can run the General Ledger Distribution report to group your receivables by account.

Configure Accounts 

To configure accounts:

  1. On the EMS menu bar, click Configuration > Billing > Accounts.

    The Accounts window opens. This window lists all the accounts configured in your EMS database.

  2. Click New.

    The Account dialog opens.

  3. Enter the information for the new account.

    • Description – Name or description for the account (50 character maximum, including spaces).
    • Account – Code for the account. Typically it's numerical, but can be abbreviated text that conveys the account name or description (50 character maximum, including spaces).
  1. Click OK.