Accounting

The accounting module keeps track of your machines, the locations they're at, how much revenue they produced and how that revenue was distributed.

Revenue Processing Overview

RouteTech uses a five stage algorithm to calculate the revenue distribution.

  1. Collections/Receipts

    1. receipts are collected by location/sublocation either physically or electronically.

    2. the collections are totaled by account (one account can have many locations/sublocations)

    3. Day counts and various averages are computed.

  2. Deductions/Adjustments

    1. Standard deductions are excluded from the gross collected amount.

    2. Regular adjustments are deducted from the gross collected amount.

  3. Calculation

    1. There are three main classes of distribution(splits). Simple (Fixed rate amount, Percentages etc), Sliding Scale and Progressive) See section on Distrubution/Splits.

    2. The payment amount due to the vendor is calculated

  4. Withholding Adjustments

    1. Some adjustments are applicable only after the payment amount is calculated and an amount is withheld if specified.

    2. Guaranteed adjustments are deducted.

  5. Balances

    1. Each account may/may not have a balance amount.

    2. The results of the previous steps are applied to the balance amounts.

Step 1 - Deductions and Adjustments

There are 2 standard deductions. Refunds and test money. The adjustments processor is capable of many more complex deductions from the gross amount.

Standard Deductions

  1. Refunds

    1. Refunds are automatically deducted from the gross amount.

  2. Test Money

    1. Test money is automatically deducted from the gross amount.

Adjustments

Adjustments are deductions that apply under certain conditions. Adjustments have a frequency and a calculation method. Frequencies are by collection, day, month etc. whereas the methods are by activity.

For example,

  1. an amount is deducted per collection as a collection fee.

  2. an amount is deducted per year for annual taxes

  3. a percentage of gross is deducted for coin processing

  4. service calls are deducted

  5. an amount per machine per day.

Step 3 - Distribution/Splits

There are three main classes of distribution(splits). Note that these calculations are based on the net amount that resulted from steps 1 and 2. In most cases the split identifies the portion as either for the operator or the account/vendor.

  1. Simple

    1. Fixed Amount: a set amount of the net amount collected per period.

    2. Fixed Percentage: a percentage of the net amount collected per period

    3. Fixed Amount per unit: a set amount based on the number of units (usually suites or machines) per period.

    4. Fixed Amount Per Unit Per Day: Similar to 3 but based on a daily rate rather than a period rate.

  2. Sliding Scale

    1. Simple threshold: if the net revenue is above a threshold amount then a set amount or percentage is paid otherwise a different amount or percentage is paid.

    2. Multiple threshold: if the net amount exceeds the threshold then a different amount or percentage is paid until the next threshold (or incremental step).

  3. Progressive Scale

    1. Similar the the sliding scale except that the steps are not incremental.

Step 4 - Withholding/Guranteed Adjustments

Withholding adjustments apply to the vendor payment amount. Following the distribution/split, if there is a positive payment amount then all or part of the deduction will apply otherwise it will be ignored.

Some adjustments can be guaranteed. This means that the adjustment amount will be deducted and if it results in a negative amount that amount will be added to the accounts balance.

Step 5 - Balances

RouteTech keeps two sets of balances. The first is a simple account balance that increases or decreases as a result of the previous steps. Withholding and guaranteed adjustments affect the current balance. The second is an alternate balance which handles payments made but which require an annual settlement.

Getting Started

There are two main ways to get started.
1. Import from QuickBooks
2. Manual entry

QuickBooks

To import from QuickBooks you must have an existing QuickBooks company and authorization to use the QuickBooks module in RouteTech.

Steps to import

  1. Log in to RouteTech

  2. Navigate to the Account List (Accounting/Account/Index)

  3. Click the "Import From QuickBooks" button.

  4. You'll be sent to a QuickBooks page where you'll need to supply the credentials to sign in to your Online company.

  5. Once you've signed in to your company, you'll be sent to another page requesting authorization for RouteTech to connect with your company. Click the "Connect" button if all the information is correct.

  6. RouteTech will then download your accounts and create locations for them.

  7. If the account already exists RouteTech will update it.

Manual Entry

  1. Log in to RouteTech

  2. Navigate to the Account list (Accounting/Account/Index)

  3. Click the "New Account" button. Enter the required information. You must enter a name at minimum.

  4. Click the "Save" button

  5. Once the account is created you can add as many locations to it as you like.

  6. If you're still on the account form you can click on the "Locations" and then on the "NewLocation" button

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