How to add a new payment type that appears separately in deposit audits

This guide shows you how to add a new payment type — like AMEX FB, Visa FB, MC FB, or Discover FB — that shows up as its own line in the deposit audit instead of combining with an existing payment type. Use this when you need to track a payment source separately (for example, food and beverage charges paid by AMEX) and the existing types like AMEX, Visa, MC, or Discover would otherwise roll them together.

Before you start

You need:

• Permission to edit Chart of Accounts, Daily Activity Setup, and PMS Mapping. If you don't have these, ask your GM, admin, or corporate user to complete the steps for you.
• The next available COA number for your Payments range.
• The bank account this new payment type should route into.
• The Item Number and Item Name exactly as they appear on your PMS report.

Why a new charge code alone isn't enough

If you only add a charge code in PMS Mapping and reuse an existing Deposit Type (e.g. AMEX), the new label will combine with the original type at the bank-deposit level rather than showing as its own line in the deposit audit. To get a separate line, you have to create a new Deposit Type first, then map the charge code to it.

Steps

1. Add a new payment type in COA Mapping

Go to Administration → Chart of Accounts and click COA Mapping at the top.

In the Payment Types section, click + Type and enter:

• Deposit name — the name you want shown in deposit audits (for example, AMEX FB).
• COA number — the next available number in your Payments range.
• Description — Payments, [deposit name] (for example, Payments, AMEX FB).

Click Save. This makes the new deposit type available in Daily Activity Setup.

2. Activate the deposit type in Daily Activity Setup

Go to Accounting → Daily Activity Setup and scroll to the Deposits section. You should see the new deposit type you just created.

• Select the bank account it should be routed to.
• Check the blue checkbox to enable it.

This makes the new type selectable as a Payment Type in PMS Mapping.

3. Map the charge code in PMS Mapping

Go to Accounting → PMS Mapping and select your hotel.

Either update an existing charge code to point to the new deposit, or click + Daily Activity Item to create a new one with:

• Daily Activity Group — Payment
• Item Number — exactly as on your PMS report
• Item Name — exactly as on your report
• COA — the new payment type you created in step 1
• Auto Import ID — required only if you want the item to import automatically; leave blank if you'll enter it manually in the deposit audit

Click Save.

Verify it worked

Go to the deposit audit for any day at this hotel. The new payment type should appear as its own row, separate from the original type (for example, AMEX FB should be listed independently of AMEX). If you click into Payments in PMS Mapping, you should also see the new charge code listed there.

Common issues

• The new payment combines with the existing type instead of showing separately. You skipped step 1 or step 2. Confirm there's a distinct entry under Payment Types in COA Mapping and that the blue checkbox is enabled in Daily Activity Setup.
• The deposit type doesn't appear in Daily Activity Setup. Re-check the COA Mapping entry — the description must follow the Payments, [deposit name] format.
• The label doesn't auto-import from the PMS report. Add an Auto Import ID in step 3. Leaving it blank is fine if you only need manual entry.

Want it to import automatically?

If you'd rather have the new payment type auto-populate from your PMS uploads instead of manual entry, fill in the Auto Import ID in step 3 with the matching identifier on your PMS report.