If you use Guestline/Rezlynx as your Property Management System we can integrate Trybe to Guestline and you can manage your Guestline integration all from the Trybe app - how's that!
This Guestline integration will allow you to automatically post your spa revenue and payments to Guestline in real time. Also, charge spa treatments to guest folios so they can pay when checking out of the Hotel.
To access the settings head to Settings > Manage integrations > Guestline > Configure.
Credentials
Here you will have to enter in your Site ID, Operator ID and Password and then 'Save' in order to connect to Guestline.
Once this has been done this will become 'Enabled'. You can disable the integration at any time by selecting the 'Disable integration' button.
You can now start mapping your configuration!
Deposit codes
Trybe will post online payments to the deposit analysis code configured.
Once the order is checked out, Trybe posts a negative amount to the redemption analysis code configured and a positive amount to the relevant revenue centre analysis codes.
Here you can configure:
Online payment code -This is the payment code that Trybe will post online and Pay by Link payments to in real time. We recommend setting up a payment code called TRY_STRIPE.
Deposit analysis code - This is the analysis code Trybe posts deposit payments to. Deposit payments are all online payments or custom payments configured as prepayments. We recommend setting up an analysis code called TRY_DEP.
Redemption analysis code - This is the analysis code Trybe posts negative payment values on check out to when deposits are redeemed. We recommend setting up an analysis code called TRY_DEP_RED.
Giftpro payment code (this option will only appear if you integrate with Giftpro) - This is the payment code that Trybe will post Giftpro payments to.
Voucher codes
Trybe will post voucher sales to a voucher deposit analysis code.
We recommend using a separate voucher analysis code to deposits to allow you to track your voucher deposit liability separately.
You can configure:
Voucher deposit analysis code - This is the analysis code that Trybe will post voucher sales to. You'll want to use a voucher deposit analysis code. We recommend setting up an analysis code called VOUCHER_DEP.
Voucher redemption analysis code - This is the analysis code Trybe will credit when a voucher is redeemed. At this point, Trybe will convert the voucher deposit to a normal deposit and post a positive value to the analysis code configured above. We recommend setting up an analysis code called VOUCHER_RED.
How it works? - Purchasing a voucher:
When a voucher is purchased and the payment is made to pay for the voucher, a deposit will post to the deposit code mapped in deposit code section (if this was an online payment or if the payment type is a prepayment). When checked out, the voucher revenue then goes to the 'voucher deposit analysis code' mapped and the payment will go to the 'Redemption analysis code' mapped in the deposit codes section. (View the 3 lines in the green box on the second screenshot to see how these lines appear in Guestline)
Voucher redemption revenues
When a voucher is redeemed, Trybe will credit your voucher redemption analysis code and post a positive value to the deposit analysis code (mapped in the deposit codes section).
The payment is then treated as any other Trybe deposit and will be redeemed on check out.
This screenshot of the 4 lines in the yellow box shows this in action. In this example the deposit code is 'EPOS_DEP_REC' so when the voucher was applied to an order it posted a positive value here and then a negative value to the voucher redemption analysis code; 'VOUCHER_TRNS'. When the order was checked out the revenue from the item in the order went to the correct revenue centre (SPA_TREAT) and the Trybe voucher payment redemption went to 'EPOS_DEP_RED' which is the deposit code mapped to Redemption analysis code in the 'Deposits codes' section.
Voucher difference and voucher discount
The 'voucher difference' and 'voucher discount' revenue centres will be used if a voucher is sold for an amount that's different from its value, i.e. if the voucher has a value of £100 but is sold for £80.
Voucher difference analysis code - This is the analysis code Trybe will use when a voucher was sold for a different amount from its monetary value. If the voucher was sold for less than its value, a negative amount will be posted to this analysis code when the voucher is sold (the first green line in the second screenshot with the '-20' revenue) and a positive amount will be posted here when the voucher is redeemed (the second green line in the second screenshot with the '20' revenue ).
Voucher discount analysis code - This is analysis code will be used when revenue is realised from a voucher that was sold for a different amount from its monetary value. If the voucher was sold for less than its value, a negative amount will be posted to this analysis code when the order it is redeemed against is checked out. (the yellow line in the second screenshot with the '-20' revenue)
Please see example screenshot of what this will look like in Guestline. The green highlighted line shows the 'Voucher difference analysis code' and the yellow highlighted line shows the 'Voucher discount analysis code'.
Important tax info for the voucher difference and discount
The voucher difference revenue centre is important because it is a 0% tax revenue centre. It is accounting for future discounts and then making up the difference between the voucher deposit and normal deposit when redeemed.
The voucher discount revenue centre has 20% tax, when it is checked out it ensures that the VAT is offset against the revenue raised (value of the voucher) even though the voucher was sold for a different amount. For example, if the voucher value was £120 and the voucher was sold for £100. The voucher discount ensures that the VAT is offset against the £120 revenue raised for spa treatments even though only £100 deposit is being used.
Analysis codes
Match up Trybe's revenue centres with the analysis codes setup in your Guestline configuration.
Trybe will post items for these revenues to the associated revenue centre when orders are checked out.
This section will list all of your Revenue centres you have set up in your settings (please view the guide to see how to set up your revenue centres and how to assign them to your offerings). Once you have associated revenue centres to your offerings all you have to do is map them to analysis codes in Guestline.
To do this select the three dots next to the revenue centre > Update mapping.
If the mapping is not set up/ not correct then the revenue will not be pushed to the correct revenue centres in Guestline!
Payment codes
Match up Trybe's payment types with the payment codes setup in your Guestline configuration.
Trybe will post these payments to the associated payment codes when orders are checked out.
If a payment type is configured to be a prepayment, Trybe will post this in real time to the Deposit Analysis code configured below.
This section will list all of the manual Payment types you have set up in your settings and all you have to do is map them to payment codes in Guestline.
To do this select the three dots next to the payment type > Update mapping.
If the mapping is not set up/ not correct then the revenue will not be pushed to the correct payment codes in Guestline!
Other settings
Here you can configure your room posting behaviour, fallback analysis code for unmapped revenue centres and no show analysis codes...
Group items for room postings - When enabled, a single charge will be added to the guest bill grouped by the order reference. Disabling this will split out the items individually. To enable this feature simply toggle on the button!
Fallback analysis code - This is the analysis code Trybe posts revenue to if no mapping has been configured.
No show analysis code - When orders are marked as no show, Trybe will post the payment balance to the no show analysis code.
Integration behaviour
Here you can control when Trybe will post to Guestline using these settings
Automatically post after check out - When enabled, revenue will be posted automatically when a basket is checked out. To enable this toggle on the button
Post prepayments - When enabled, Trybe will post custom payments configured as prepayments. Successful payments will hit the deposit analysis code (the one you have set up in the 'Deposit codes' section) in real time. When the associated orders are checked out, the negative amount will be posted to the redemption code configured in the 'Deposit codes' section. To enable this toggle on the button
Post offline membership payments - When enabled, Trybe will post recorded offline payments for memberships to the PMS. Payments will use the payment code from the mapping in the 'Payment codes' section and the analysis code mapped to the 'Membership Fee' revenue centre. To enable this toggle on the button