Journal numbers and books of account
Every journal entry Stay N Host posts carries a journal number. It is the reference an accountant, an auditor or a tax authority will ask for, and it has three properties worth knowing.
It is gapless
Section titled “It is gapless”Numbers run 1, 2, 3 with nothing missing. The number is allocated by the database at the moment the entry is written, so two postings happening at the same instant cannot claim the same one and neither can skip.
A gap in a numbered journal is what an auditor looks for, because a gap means a deleted entry. There are none here, and there is no screen anywhere in the product that deletes a posting - a correction is a further posting.
It runs per book of account
Section titled “It runs per book of account”Real bookkeeping keeps separate runs per journal rather than one run for the whole business. Stay N Host keeps four:
| Book | What lands in it |
|---|---|
| Bank / cash book | Money actually moving: a verified guest payment, a refund, a transfer between your own stores, an owner or investor payout, payroll, an expense paid from a store. |
| Sales journal | What you earned, recognised night by night. |
| Purchases journal | What you owe: bills and accruals before they are paid. |
| General journal | Everything that is a reclassification rather than a movement - guest tax, capitalised assets, depreciation, corrections. |
It restarts each fiscal year
Section titled “It restarts each fiscal year”Each book’s run restarts at 1 when the fiscal year does, per workspace, which is the shape most jurisdictions expect. France’s FEC format, for one, requires exactly this: a journal code on every line and a number continuous within that journal.
Where you see it
Section titled “Where you see it”On /charges and on the entries behind the reports. When your accountant asks “which
entry is this”, the answer is the book and the number.