Amenity and Event GL Posting: FAQ
Do I need to do anything to enable this? No setup is required beyond having Accounting enabled on a KORE or PREMIUM property. Once Accounting is active, all new amenity and event payments are posted...
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Do I need to do anything to enable this?
No setup is required beyond having Accounting enabled on a KORE or PREMIUM property. Once Accounting is active, all new amenity and event payments are posted automatically.
Which plan is required?
KORE or PREMIUM. Properties on the BASIC plan do not have GL posting for amenity or event payments.
Does this affect payments that were already made before the feature went live?
No. Only payments completed after the feature was enabled are posted automatically. Older payments remain as-is in the GL.
Where exactly do I find these journal entries?
Go to the General Ledger for the property. Filter by journal source "Amenity" or "Event" (or search by date range). Each entry links directly back to the booking or event.
The "Reconciliation needed" banner has been showing for more than a few minutes. What should I do?
The background retry process handles most cases automatically. If the banner persists longer than five to ten minutes, contact URBI support at hello@myurbi.co and include:
- The property name
- The booking or event reference number
- The approximate payment date and time
A resident was refunded. Will the GL update automatically?
Yes. When staff issue a refund through URBI (full or partial), the GL is updated with a new offsetting entry at the same time. No separate manual entry is needed.
Staff kept part of a deposit and refunded the rest in one action. Does the GL show one entry or two?
The single Manage deposit action posts both legs together: an entry converting the kept portion to revenue, and an entry refunding the returned portion, so the GL reflects the full outcome from the one submission. See Managing an amenity deposit: keep, return, or split.
Staff reversed a kept deposit or canceled a pending refund. Does the GL and invoice stay in sync?
Yes. Reversing a kept deposit, or canceling a refund before it settles, each posts its own new reversing entry, and reverses the credit line that action added to the booking's invoice, so the invoice total and the GL always agree on the deposit's current state. See How deposit money moves.
The card processing fee on the journal entry looks slightly different from what Stripe charged. Is that a problem?
Not immediately. The fee is estimated at posting. URBI automatically reconciles it to the exact Stripe fee once Stripe confirms the charge details, typically within a few minutes. If you notice a persistent discrepancy after an hour, contact support.
Can I edit or delete one of these automatically posted journal entries?
Posted journal entries are immutable once finalized. If a correction is needed (for example, the wrong GL account was used), use the standard void-and-repost workflow from the General Ledger. Contact your PM or URBI support if you are unsure which account to use.
Does this work for free events with $0 charge?
No GL entry is created for $0 transactions. Revenue and fee lines require a non-zero payment.
Who pays the Stripe processing fee on an amenity booking, the resident or the property?
The property. The resident is only ever charged the booking amount plus tax, the fee is never added on top of what they pay. URBI records the fee as an expense the property absorbs (account 5095, Credit Card Processing Fees), which reduces the cash the property nets from the booking. See How the Card Processing Fee Works for the full breakdown.
Why doesn't the journal entry total match the invoice total for an amenity booking?
By design. The invoice total always equals the amenity revenue (4040) plus any deposit held (2100), and those two lines always sum to the invoice total on the journal entry. The processing fee is a separate expense line that reduces the cash line, it isn't added to or subtracted from the invoice total. If the JE header total looks slightly different from the invoice, that gap is the processing fee, not an error.
A booking is almost entirely a refundable deposit with a tiny rental charge. Can the processing fee end up bigger than the rental charge?
Yes, and it's still correct. The full deposit still goes into the trust account exactly as collected, that's a legal requirement and it's never reduced by the fee. The property absorbs the entire processing fee as an expense, even if it's larger than the small rental portion. In that specific case the journal entry's header total will be a little higher than the invoice total by exactly the fee amount. The deposit is protected either way.