PMS or Financial Accounting: Where Should the Data from the Online Store Go?
A sale is far from being finalized.
In the online store, the order has been completed, payment has been received, and the gift certificate, ticket, or product is on its way.
Behind the scenes, the next process is now beginning.
This is because the data generated must be sent to where it will be processed further. Depending on the store, this may include various types of information:
- Gift certificate sales,
- Gift cards,
- Tickets,
- Products,
- Payments,
- Discounts,
- Shipping costs.
The key question, then, is: Where should the store data go?
Into the property management system? Directly into financial accounting? Or spread across multiple systems?
If the PMS is the leading system
In a single hotel operation, the PMS is often the central operational platform.
Among other things, it is used to manage guest profiles, stays, invoices, and various revenue streams.
If a suitable booking interface is available, specific information from the online store can be transferred to the PMS.
This approach can be particularly useful when:
- a single business is represented,
- a centralized PMS is implemented,
- the required interface is available,
- the relevant business transactions can be processed in PMS,
- The accounting department is already working with the data from the PMS.
The specific information that is actually transmitted depends on the integration in question.
When multiple systems work together
Things get more complicated as soon as multiple operations, systems, or store modules are involved.
Typical examples include:
- multiple hotels within a single store,
- various PMS systems,
- additional ticket or product sales,
- various payment methods,
- different tax rates,
- Discounts or shipping costs,
- Separate operational responsibilities.
In such structures, relying solely on a single PMS for posting can reach its limits.
Not every business transaction automatically belongs in the same operational system. In addition, information from multiple locations often needs to be consolidated at a central location.
When Financial Accounting Comes into Play
For more complex structures, a direct connection to financial accounting may be useful.
In this process, defined business transactions are formatted so that they can be assigned to the appropriate accounts and posting rules.
Depending on the configuration, the following can be taken into account, for example:
- Sales,
- Payments,
- Redemptions,
- Discounts,
- Shipping costs,
- Different types of revenue.
The focus here is less on operational processing within hotel operations. What matters most is that the data is provided in a structured, traceable manner that is suitable for accounting purposes.
PMS Posting or Financial Accounting Integration?
PMS Posting
The focus is on operational processing in the leading hotel system.
This route is often a good fit for:
- individual businesses,
- clearly defined system environments,
- a centralized PMS,
- streamlined sales and payment processes.
This requires an interface that supports the necessary business transactions.
Accounting System Integration
The focus is on financial allocation and the centralized processing of accounting data.
This approach can be particularly relevant in the following situations:
- several businesses,
- various PMS systems,
- several store modules,
- different types of revenue,
- more complex accounting requirements.
A prerequisite is a clearly defined account and posting logic.
Which solution is better?
Neither option is inherently better.
The key factor is which solution best fits the organization, the existing system landscape, and the desired process.
Before making a decision, therefore, a few questions should be addressed:
- How many businesses are participating?
- What PMS systems are used?
- What products and services are sold?
- Which business transactions need to be transferred?
- What information does the accounting department need?
- Which system is expected to be the leader in the long term?
Tina’s System Check: Don’t assume which interface is available. First, determine which process needs to be mapped and which system is responsible for it.
Properly Assigned, Not Just Copied
An interface does not automatically ensure a smooth process.
Data must not only be transferred; it must also arrive in the correct format and at the correct destination.
In the case of an accounting system integration , this means that accounts and business transactions must be reconciled.
When posting to the PMS, it must be clear what information the PMS can accept and how it will be processed there.
The goal is the same in both cases: less manual work and a data flow that operations and accounting can track.
For a single location with a centralized PMS, PMS posting may be the appropriate approach.
As soon as multiple locations, different PMS systems, or additional store modules are involved, a direct connection to financial accounting can offer more options for centralized allocation.
The right solution cannot be determined by a blanket comparison; it depends on the actual structure of the business and its processes.
The data is in the right place. Is the system structure correct as well?
For a single hotel, the division of responsibilities is usually straightforward.
However, as soon as multiple properties, brands, or partners are involved, an overarching system strategy is needed.
Should each property run its own system? Is a main store with sub-stores sufficient? Or is a central portal needed?
Here’s what Part 3 is about:
FAQ: PMS Posting or Financial Accounting Integration
Frequently Asked Questions About Posting Store Data
