Omniboost is Stayntouch PMS’ partner facilitating the automatic synchronization of your accounting data. The Omniboost solution saves your property’s accounting team a significant amount of time through providing an automated accounting data transfer between your PMS environment and accounting software. Omniboost’s accounting connection solutions also reduce the possibility of manual mistakes, which regularly occur in non-automated data transfers. The timesaving aspect and reduction in the likelihood of error occurrence guarantee more efficiency within your data transfer process.

This article contains additional details on the current and future stack of accounting integrations, data transfer features, and the general process of getting an Omniboost integration up-and-running for automation.

OMNIBOOST INTEGRATIONS WITH STAYNTOUCH PMS

Available Accounting Connections

• Stayntouch PMS to QuickBooks
• Stayntouch PMS to Twinfield
• Stayntouch PMS to Xero
• Stayntouch PMS to Sage 200 UK
• Stayntouch PMS to Scopevisio
• Stayntouch PMS to Netsuite 
• Stayntouch PMS to Great Plains
• Stayntouch PMS to Sage Intacct
• Stayntouch PMS to Yardi
• Stayntouch PMS to AFAS
• Stayntouch PMS to Navision (In progress)

Other Available Connections

• Lightspeed K-Series (POS) to Stayntouch PMS
• Trivec (POS)  to Stayntouch PMS
• Feratel (Guest Registration)
• Stayntouch PMS to Mailchimp (In progress)

Stayntouch PMS and Omniboost are constantly adding new platforms connections and do so based on requests coming in from current or future clients. In case you have a question about any of the above listed integrations or regarding a platform that is not integrated as of yet, please feel free to reach out to Stayntouch Customer Support (https://stayntouch.freshdesk.com/support/tickets/new/) or Omniboost (support@omniboost.io).

The onboarding process for your property happens quickly, and support is provided by Stayntouch PMS and Omniboost throughout the entire accounting connection lifetime. Throughout the onboarding process and post-install, the hotel accounting teams are more than welcome to reach out to Omniboost with any questions, feedback items, or concerns.

GENERAL PROCESS OF SETTING UP AN ACCOUNTING INTEGRATION

The steps below summarize the general process of getting an integration between your Stayntouch PMS environment and accounting platform up-and-running.

Step 1: Integration request via your Stayntouch representative. 

Step 2: Omniboost to setup FTP location and share FTP credentials with Stayntouch. 

Step 3: Stayntouch to setup Financial exports* to Omniboost’s FTP Location.

*Please note, the Financial exports that are set up in your Stayntouch PMS environment, should run on a Daily mode. There is also an End of Day (EOD) mode available for Financial exports; however, the Omniboost accounting connection structure does not support this End of Day mode. 

1. Obtain the SFTP Site and Credential information from Omniboost (each hotel will have its own endpoint custom to the hotel and generated by Omniboost).

2. On receipt of credentials, set up the SFTP Information in Hotel Settings and simultaneously have an introductory call/meeting scheduled with the property and the Omniboost team.

3. Set up the Comparison Report (all options, tax and journal, CSV format) to be sent via SFTP to Omniboost.

4. Set up the following custom exports for them to be delivered via SFTP to Omniboost:

• Using Financial Transactions Option
  • Check all available fields
  • Set filter as duration > transaction date = yesterday
  • Set name and CSV format

• Using Company Option
  • Check all available fields
  • No filters
  • Set a name and CSV format

5. In special instances, for unique cases where specific requests have been made by the customer, the following additional reports may need to be scheduled to be sent via SFTP to Omniboost:

• Invoice/Folio Export
• Journal Export
• A/R Aging Report

6. Generate an export of all charge codes in the following format:

7. Once above steps are completed and confirmed to Omniboost, Omniboost will communicate directly with the client for the data mapping exercise based on the charge code table setup that Stayntouch has shared.

Step 4: Stayntouch to share the Charge Codes Mapping file with your property’ team.  

*Please note that Step 2 to 4 are to be taken care of by Omniboost and Stayntouch, so not by your property’ team. 

Step 5: The property to map ledger account codes (according to the Chart of Accounts in the accounting platform) in the Charge Codes Mapping file. 

Property Responsibility 

Step 6: Property to complete the Charge Code Mapping and provide the completed Mapping to Omniboost accordingly. 

Step 7: Property to provide Omniboost with the requested accounting information.

• Property must provide Omniboost with the GL codes used in Sage Intacct for Guest Ledger, Deposit Ledger, and A/R Ledger, as well as the final amounts for each of the ledgers from their legacy PMS, if cutting over.
• Property must provide Omniboost with the Location ID from Sage Intacct.
• Property must provide what Omniboost calls Journal Codes, but in Sage Intacct are labeled as the Symbol for each journal.
  • To find these in Sage Intacct, navigate to General Ledger > Setup > Journal. There should be a Symbol for each journal—that value/code is the Journal Code that Omniboost is looking for.

Step 8: Omniboost to build and finish the accounting integration. 

Step 9: Omniboost to test the Accounting integration by sending over journal entry tests containing several days of accounting data. 

Step 10: Property’s accounting team to reconcile the test journal entries sent by the Omniboost accounting connection. 

Step 11: Activation of Accounting integration by Omniboost. 

DATA TRANSFER FROM STAYNTOUCH PMS TO ACCOUNTING PLATFORM

Once Steps 1 through 8 (please see above) have been finished, Omniboost is ready to test the accounting integration. This testing phase generally involves several days of accounting data to be sent over from Stayntouch PMS to your accounting platform. Your accounting team can then reconcile these test entries.

• In the case of an accounting integration that runs via an API connection between Omniboost and the accounting platform, the integration will directly push draft entries into your accounting platform.
• In the case of an accounting integration that generates export files, the integration will generate an export file that can be imported into your accounting platform. Export files will be sent over to you through email of FTP server. 

Please note, you are always able to modify or remove the (test) entries manually that Omniboost accounting integrations send over to your accounting platform.

Once the test entries have been reconciled and found to be correct, the accounting integration can be activated. This means that the integration will start sending over entries completely automatically on a daily basis. In the case of an accounting integration that generates export files, Omniboost can also let the integration generate weekly or monthly export files.

By default, accounting integrations push the following entries into your accounting platform:

• Journal entries
  • Based on consumed revenues and payments
  • The integration includes ledger account codes to which revenues and payments should be posted
• Sales entries
• Debtor information
  • Debtor name
  • Debtor number

In case you are missing certain features in the accounting integration, you can always reach out to support@omniboost.io. Depending on the request, the Omniboost development team can analyze and potentially implement this feature.

TROUBLESHOOTING

For troubleshooting steps, please regenerate the custom exports detailed in step 3, point 4 (see above) for month-to-date and send them via SFTP to Omniboost. Once you send the custom exports to Omniboost, Omniboost will rerun the integration to the back office system and import the data. Once data is imported, the corrected figures will show on the customer's back office platform (example on Quickbooks, Sage 50, or Sage Intaact).

For the Comparison Report, you will need to download the report and email support@omniboost.io for the affected dates.

API USAGE (NON-BACK OFFICE ACCOUNTING)

• For integrations that require API integration with Stayntouch, Stayntouch to provide the property’s system (API) credentials: GET/reservations – Once a day for updated and newly created bookings on the business date only
  • Examples Integrations: Feratel and Mailchimp

OMNIBOOST CONTACT DETAILS

Feel free to reach out to Omniboost with any of your questions. Please reach out to either info@omniboost.io or support@omniboost.io. Omniboost's Support Team and Onboarding Team are available to assist you throughout the lifetime of the accounting integration.

For more information regarding Omniboost as a business and the company’s hospitality tech products, feel free to visit their website at https://omniboost.io/.