3 Financial Setup

In the Financial Setup function, you can create and manage the Ship's accounting codes, ensuring the daily revenues/expenses are correctly mapped to the codes configured. A greater financial reporting can be achieved through a well thought out system of accounts. It is highly recommended for shore side accounting personnel to play a key role in creating/developing the accounts and to revisit this setup from time to time. Configuration of these codes is under the responsibility of the System Administrator, Chief Purser, and Accounting Purser.

Department Codes

The Department Codes is where all debit and credit posting codes are stored, and codes entered are mapped to the Back Office Accounting System using the General Ledger (GL) ID. These codes are sub-divided into several codes within a Main Group.

Figure 3-1 Main/Sub-Department Setup

Main Department

The Main Department code is the higher level of grouping of the approved Chart of Account and in this instance, the revenue or cost centers. The Main Department Setup is comprised of two tabs: a Debit and Credit tab. In general, the Debit departments are the revenue centers and outlets, while the Credit department represents the payment methods accepted by the Ship. All codes are entered through Administration, Financial Setup, Department Codes.

Adding a Main Department Code

1. From the Administration, Financial Setup menu, select the Department Codes option.
2. Select either a debit or a credit tab.
3. Click the New button located at the bottom of the screen.
4. Enter the code, description, and other required fields approved by your Financial Department and then click OK to save.

   Table 3-1 Main Department Code

   Field	Description
   Code	Department code in numeric character.
   Description	Description or name of the code.
   Other Description	Alternative name or other description of the code, if any.
   Sub-Department Code	Pre-defined Sub-Department code of Automatic Service Charge.
   Percentage to distribute	Percentage value of Automatic Service Charge to distribute.
   % for Team Server 1	Percentage of Service Charge to distribute by Team.
   % for Team Server 2	Percentage of Service Charge to distribute by Team.
   % for Pool Distribution	Percentage of Service Charge to distribute from Service Charge Pool.
   External ID	Department Location ID.
   Credit Limit	Overall Floor Limit Allowed.

Deleting a Main Department

1. From the Main Department Codes setup, select the code and then click the Delete button.
2. At the confirmation prompt, click Yes to proceed.

   Note:

   Once a code is used and has transactions linked, you are not allowed to delete it. You can hide the code using the Hide button.

Sub-Department

You can only add a Sub-Department when the the Main Department code is present. The information required in a debit sub-department code defers from the credit sub-department code, although the process to create them is similar.

Table 3-2 Debit Sub-Department Field Definitions

Field Name	Description
Type of Posting	System coded posting type: Posting Department (D) or Tax Department (DX).
Department Code	Department Code in numeric characters only.
Description	Description of the code.
Other Description	Additional description of the code, if any.
Department Grouping	Code use to group certain department codes for reporting purposes.
POS Revenue Center	Revenue Center code defined in POS System, use in Interface mapping.
POS Sales Itemizer no	Sales Itemizer number defined in POS system.
POS Sales Period	Sales Period defined in POS.
POS Revenue C.Desc	Revenue center description from POS System.
D.Code for Gratuities M.	Manual Service Charge Department Code.
D.Code for Gratuities A.	Auto Service Charge Department Code.
D.Code for Taxes	Department code for taxes, use in Interface mapping.
Gratuity Typ	Not in Use.
Gratuity/Service Tax Department	Not in Use.
PBX Call Type	Call charge type from PBX System, use in Interface mapping.
Max. Daily Limit	Maximum Daily Limit allowable for this code.
Service Charge Dept.	Service Charge Department for Casino postings.
Service Charge	Service Charge Value.
Max. Cruise Limit	Maximum Cruise Limit allowable for this code.
Req. Signature During Folio Payout	Define whether signature is required on folio payout.
Guest/Crew Discounts Dept.	Applicable discount department code.
Dept. Security Level	Defined User Security Access Level 1 – 9.
Eligible Department	Check box that determines the department is not eligible for refund.
Origin	General Ledger codes defined in Chart of Accounts.
VAT Tax Class	Classification of VAT Tax.
Casino Department	Determines whether the department code belongs to Casino.
Exclude from Revenue Overview	Revenue to be excluded from Revenue Overview function in Management.

Table 3-3 Credit Sub-Department Field Definitions

Field Name	Description
Payment Type	The payment type of this code. For example, Cash, Foreign Currency, Credit Card, Check, Cabin Charge, City Ledger.
Department Code	Department Code in numeric characters only.
Description	Description of the code.
Other Description	Additional description of the code, if any.
Department Grouping	Code used to group certain department codes for reporting purposes.
Credit Card Digits	Acceptable credit card digits associated with the type of credit card.
Credit Card ID	Short code of credit card type.
Credit Card Internal ID	Internal credit card ID preset by the system.
Credit Card Merchant ID	Card Merchant ID.
Foreign Currency Code	ISO Currency codes. Refer to Typ_Cur when the payment type=CF Foreign Currency.
Floor Limit	Maximum limit allowed in guest account for this card type.
Crew Floor Limit	Maximum limit allowed in Crew account for this card type.
Minimum Authorization Value	Minimum amount to obtain from card merchant.
Commission Department	Department code for chargeable commission.
Commission Rate	Percentage of applicable commission or value defined if 'Commission is fix value' is checked.
Daily Limit	Daily Posting limit.
Debit Card No Commission	Commission is exempted if checked.
Commission is fixed value	Applicable commission is value based instead of percentage.
Auto Balance (Interface)	Auto Balance function for cash/credit card posting via interface.
Rewards Card	Denotes Rewards Card if checked.
Gift Card	Denotes Gift card if checked.
POS Tender Type No.	Tender Media Number defined in POS System.
System Account No.	The Account Number defined in System Account.
Incentives Payout Group	Incentive payout group setup from Crew Incentive.
External Department ID	External Department ID for payment from 3rd party system.
External Itemizer ID	External Itemizer ID from third–party system.
Allow Posting to Guest Cabin	Posting allowed by Micros POS System.
Allow Posting to Crew Cabin	Posting allowed by Micros POS System.
Allow Posting to Gift Card	Posting allowed by Micros POS System.
G.Ledger Id.	General Ledger codes in Chart of Accounts.
Eligible Department	If the check box is checked, the department is not eligible for refund.
Dept. Security Level	Defined User Security Access Level 1 – 9.
Req. Signature During Folio Payout	Define whether signature is required on folio payout.
Credit Card Disclaimer Note	Disclaimer note to print on invoice when payment is by credit card.
Department for routing	Payment Type allowed for routing.

Adding a Debit Sub-Department

1. From the Main Department Setup window, select the Debit tab and then the Department Code.
2. Click New to open the Debit Department Code Setup form.
3. Enter the code, description, and other required fields approved by your Financial System.
4. Click OK to save.

Adding a Credit Sub-Department

1. From the Main Department Setup window, select the Credit tab and then the Department Code.
2. Click New to open the Payment Setup form.
3. Enter the code, description, and other required fields approved by your Financial System.
4. Click OK to save.

   Note:

   No posting is allowed when a credit code does not have a floor limit assigned or the value is 0.00. The General, Check Buyer Limit, and Check Credit Limit parameters are used to validate and manage the credit limit during posting.

Deleting Sub-Department Code

1. From the Main Department Setup window, select the Sub-Department to delete.
2. Click the Delete button located at the bottom of the screen.
3. At the confirmation prompt, select Yes to delete the code.

   Note:

   It is not possible to delete a code that has a transaction linked to it. Once the code is deleted, is not reversible. If the code is no longer in use and deleting is not possible, use the Hide/Show function to disable them.

Currencies

The Currencies functionality enables you to input the currency rate used in the Currency Exchange module. You can also update the exchange rates from the Currency Exchange module. The feature uses the Currency Codes configured in Credit Sub-Department.

Adding Currency Rate

1. From the Financial Setup menu, select Currencies.
2. In the All Currencies section, right-click and select Add Rate.
3. Navigate to the Setup Exchange Rates section and select the currency code from Currency/Check drop-down list.
4. Enter the Valid From date, Minimum Denomination (Buy/Sell) and select the Rate Calculation method from the drop-down list.
5. Selecting the Disable From check box disables the currency from appearing in the Currency Exchange module from the date specified. Disabled currency is marked with an asterisk *.
6. Enter the Available Notes, if any. If you specify Available Notes, the system uses the Available Notes for calculation and ignore the Minimum Denomination setup.
7. Enter the Exchange Rates and Commission % or Min. Commission, then click OK to save.

Removing Currency Rate

You can remove currency rates by right-clicking the currency rate and selecting Remove Rate.

Merchant Details

For every credit card provider the Sship deals with, you must create a Merchant credential to facilitate the credit card authorization and handling. Such information is provided by the third-party service provider.

1. From the Financial Setup menu, select Credit Card Merchant Setup.
2. On the left pane of the setup screen, right-click and select Add New.
3. Select the Credit Card Type and Currency from the drop-down list.
4. Enter the Terminal ID, Bank ID, Decimal, IP Port, Merchant Login ID and Merchant Password.
5. Click OK to save.
6. Repeat the above steps for other credit card types accepted by the merchant.

Pre-Selection Groups

The Pre-Selection Groups allow you to categorize numerous department codes into a group, for use in Routing and Discount assignments.

1. From the Financial Setup menu, select the Department Groups Setup.
2. On the left pane of the setup screen, right-click and select Add Department Group.
3. In the Department Groups section, enter the Description of the group and the Department Codes.
4. Click OK to save.

Stateroom Upgrade Setup

In the Stateroom Upgrade Setup functionality, you can create a price table and manage the price differences to charge when a performing a cabin upgrade.

1. From the Financial Setup menu, select Stateroom Upgrade Setup.
2. In the Price Table of the Upgrades screen, click New.
3. In the Edit Upgrade Prices window, select a category from the Category Identifies.

   Note:

   The Cabin Categories only appear if they are set up in Stateroom setup. Sorting the category pricing from higher to lower is recommended.
4. Enter the Sorting, Price and Maximum Person allowed.
5. Click OK to save.

Discount Templates

The Discount Templates functionality enable you set up various discount type templates, for use in Discount, Routing and Package Handling.

1. From the Financial Setup menu, select Discount Templates.
2. On the left pane of the setup screen, right-click and select Add New.
3. Navigate to the Fidelio Department section and then click Add. This launches the Discounts window.
4. In the Discounts window, enter the Percentage, number of count to apply in the How Much section. When the Percentage check box is deselected, the discount becomes a value based discount. If the Apply Count field is blank, the discount is unlimited.
5. Select the applicable Department Code and then click OK to apply.

Quick Posting Template

This Quick Posting Template enables you to create a criteria filter to be used in the Quick Posting function of the Cashier Function, for example, a posting to a specific nationality.

1. From the Financial Setup menu, select Quick Posting Templates.
2. On the left panel of the setup screen, right-click and select Add New.
3. Enter the short code and description in the Description field and then insert the criteria in the Comments field.
4. Click OK to save.

Import Credit Card Bin

You can import a complete set of eligible Bank Identification Numbers (BIN) provided by the credit card provider by overriding the previously loaded BIN information during the reload process.

1. From the Financial Setup menu, select Import Credit Card Bin file.
2. At the bottom of the screen, select the BIN file to import.
3. By default, all the check boxes are selected. Click Import to save the information into the BIN table.
4. Click Close to exit.

Disallow Manual Posting Applications

Use this function to prevent users from manually posting a transaction through the listed application when the posting is set to No in the guest account.

1. From the Financial Setup menu, select Disallow Manual Posting Applications.
2. Right-click on the left pane and select Add New.
3. Enter a short code and the application name in the Description field.
4. Click Apply to save.

Department Grouping

This function allow you to categorize a department group for use as financial classification and in report grouping.

1. From the Financial Setup menu, select Department Grouping.
2. Right-click the left pane and select Add New.
3. Enter a short code and description in the Description Field and then click OK to save.

VAT Handling

Before you use VAT Handling, these VAT components must be in place.

• VAT Tax Class.

• VAT Tax Rate.

VAT Tax Class

The VAT Tax Class is a tax group classification, for example, a Regular Tax, Reduced Tax, and others.

1. From the Financial Setup menu, select VAT Tax Class.
2. On the left pane of the setup screen, right-click and select Add New.
3. Enter the short code and the application name in the Description Field and click Apply to save.

VAT Tax Rate

The VAT Tax Rate code is used to define the various tax rates applicable to each country or class, and the tax posting code.

Figure 3-2 VAT Tax Rate Per Country Setup

1. From the Financial Setup menu, select VAT Tax Rate.
2. Click Add New at the ribbon bar and then select the Country code from the drop-down list.
3. Click Save.
4. Expand the Country container and select the Tax Class.
5. Insert the tax rate in the VAT Tax Rate field and select the Tax Department code from the drop-down list.
6. Click Save to save the changes.

Activating a Tax Rate

This function enable you to apply the correct Tax Rate based on the cruise location and stores the information in Parameter, “General”,”Current VAT Tax Country”. A system restart is required on all posting modules for changes to take effect.

1. From the Financial Setup menu, select Activate Tax Rate.
2. Select the country tax to activate from the drop-down list and then click OK.
3. At the confirmation prompt, select Yes to activate.

VAT Tax Reminder

A reminder can be added to remind you when to activate the tax country on a specified date.

Figure 3-3 VAT Tax Reminder

1. From the Financial Setup menu, select VAT Tax Reminder.
2. Click Add New at the ribbon bar, and then select the Date and Time from the drop-down list.
3. From Active Tax Country, select the Country in which the tax is to be activated.
4. Click Save to save and exit.