Finance Guide

Overview

Track all money flowing in and out of your business. The Finance module helps you record income, manage expenses, monitor cash flow, and prepare for tax reporting.

Income Tracking

Income is automatically recorded from:

• Booking Payments - Room revenue, deposits, balances
• POS Sales - Restaurant, bar, retail transactions
• Other Income - Manual entries for miscellaneous revenue

Manual Income Entry

For income not captured automatically:

1. Go to Finance > Income
2. Click "Add Income"
3. Enter amount and description
4. Select category (Event rental, Laundry, Tours, etc.)
5. Choose payment method
6. Add receipt number if applicable
7. Save

Expense Management

Expense Categories

Category	Examples
Cost of Goods Sold	Food ingredients, beverages, retail inventory
Utilities	Electricity (Meralco), water, internet, LPG
Salaries	Staff wages, SSS, PhilHealth, Pag-IBIG
Maintenance	Repairs, cleaning supplies, equipment
Marketing	Ads, OTA commissions, promotions
Administrative	Office supplies, permits, professional fees
Rent	Property lease, equipment rental

VAT Handling

For VAT-registered businesses:

Output VAT (Sales)

VAT on your sales is automatically calculated when items are set as VAT-able. The system tracks:

• VAT-able sales amount
• VAT-exempt sales (certain accommodations)
• Zero-rated sales
• Output VAT due

Input VAT (Purchases)

When recording expenses, indicate if VAT was charged:

1. Check "With VAT" when adding expense
2. Enter gross amount (VAT-inclusive)
3. System calculates input VAT automatically
4. Keep OR/SI number for documentation

Cash Management

Cash Drawer

Track physical cash on hand:

• Opening balance set at shift start
• Cash sales added automatically
• Cash expenses deducted
• Closing count at shift end

Bank Accounts

Track multiple bank accounts:

• BDO, BPI, Metrobank, etc.
• Record deposits and withdrawals
• Track GCash/Maya business wallets
• Monitor balances

Financial Reports

Daily Summary

Quick overview of today's financial activity:

• Total income
• Total expenses
• Net for the day
• Breakdown by payment method

Profit & Loss Statement

See profitability over any period:

• Revenue by category
• Cost of goods sold
• Gross profit
• Operating expenses
• Net income

Cash Flow Report

Track money movement:

• Cash from operations
• Cash from investments
• Cash from financing
• Opening and closing balance

VAT Summary

For quarterly BIR filing:

• Output VAT by rate
• Input VAT by supplier
• Net VAT payable/refundable

Budgets

Set spending limits by category:

1. Go to Finance > Budgets
2. Set monthly limits per category
3. Get alerts when approaching limit
4. Review actual vs. budget monthly

Philippine Tax Tips

• Keep all receipts for 10 years (BIR requirement)
• Record SSS, PhilHealth, Pag-IBIG separately for reporting
• Track 13th month pay accruals monthly
• Note withholding taxes on professional payments
• Separate tourist accommodation (VAT-exempt) from local guests

Common Workflows

End of Day

1. Count cash drawer
2. Reconcile with system total
3. Record any variance
4. Prepare bank deposit
5. Review daily summary

End of Month

1. Review all expenses entered
2. Verify income completeness
3. Reconcile bank statements
4. Generate P&L report
5. Review budget vs. actual

Troubleshooting

Issue	Solution
Missing income	Check if booking/order was completed. Incomplete transactions don't record as income.
Cash doesn't balance	Review all cash transactions. Check for unrecorded expenses or petty cash withdrawals.
VAT calculation wrong	Verify item VAT settings. Check if expense was marked as VAT-inclusive.
Reports not matching	Ensure date ranges are correct. Some reports use transaction date, others use posting date.