Introduction
How does HOTAPI work?
Hotapi serves as an interface between Gastronovi and your PMS system: Gastronovi ⟶ HOTAPI ⟶ PMS system (hotel program)
The HOTAPI payment type functions as a kind of debtor, which means that the hotel subsequently "owes" the restaurant the turnover.
Example
This is how the process works: invoice from the restaurant ⟶ Gastronovi Office ⟶ PMS system ⟶ hotel room _
This means that the invoice from Gastronovi Office is treated as a transitory item / expense for the PMS system, as the VAT has already been shown via Gastronovi Office.
The original restaurant invoice should always be attached to the room invoice (with the transitory items).
NOTE: As Gastronovi Office records the room bookings as a payment method, a proper invoice is always created with the title Invoice and the VAT included. We therefore recommend that PMS providers show the room bookings on the hotel invoice without the VAT. If your PMS does not support this function, you will need to find another solution. One suggestion could be to add the additional text Does not apply for VAT purposes to the payment method in order to exclude the double payment obligation. (All information without guarantee. Please clarify this case with a legal advisor before using HOTAPI )
The three variants
We divide the interface into three levels. The levels are intended to provide an overview of what can be evaluated with them.
Variant 1
PMS connection with booking of room invoices
Variant 2
PMS connection with booking of room invoices, plus the transfer of all other payment types, such as EC or credit cards (invoices).
Is mapping required?
Yes.
What is mapping?
Mapping means that keys (mapping IDs) are transferred to the PMS system via the interface (Hotapi). Depending on the PMS system, different types can be transferred.
- Payment methods (paymethod)
- Commodity groups (commoditygroup)
- Articles (items)
- Tax rates (taxrate)
- Service staff (waiter)
- Cost centers (costunits)
The mapping is generally carried out by the service provider of the PMS system. Following the mapping, the system should be tested extensively to avoid potential problems in day-to-day operations.
What is the purpose of mapping in connection with the transfer of all invoices from Gastronovi to the PMS?
Once a transaction (regardless of the payment method) has been completed, it is transferred to your PMS system and posted to the desired accounts (revenue and balance sheet accounts) via mapping.
This means that only one data transfer to your accounting system is necessary, namely the complete export from your PMS system, as this ultimately contains the restaurant invoices and sales.
A synchronization should be carried out after a change in Gastronovi Office (in the back office). This can be found in the back office -> Settings -> Integrations.
Variant 3
PMS connection with booking of room invoices, including transmission of Z-reports (& shift reports).
As reports are retrieved from Gastronovi Office, an intact accounting account assignment in Gastronovi Office is required. This means that, as with level 2, only one export is required for accounting. This can then be generated via your corresponding PMS system (hotel program).